About This Role
An administrative assistant provides essential secretarial, administrative, and clerical support to the Chairman and Vice Chairman. This role demands discretion, tact, diplomacy, and judgment due to exposure to highly sensitive information and interaction with superior contacts.
Responsibilities
- Maintain and manage the Chairman's daily calendar and schedule with 100% accuracy
- Arrange meeting invites and appointments, ensuring the Chairman is well-prepared
- Coordinate meetings to ensure critical attendees are present, agendas are distributed 24 hours in advance, and minutes are prepared and distributed within 24 hours after the meeting
- Attend meetings and take minutes as required
- Act as the Chairman's first point of contact, liaising with internal and external organizations
- Ensure tasks and situations are professionally handled
- Draft correspondence, official letters, agendas, reports, slide presentations, and other documents, ensuring they are professionally written, well-prepared, and submitted on time
- Screen telephone calls, inquiries, and requests, handling all appropriately and professionally
- Plan, organize, and arrange the Chairman's travel itinerary, including ticket and hotel bookings, visa processing, and other travel-related documentation in compliance with company policy
- Ensure all travel requests are cost-effective and itineraries are reasonably paced and meet business requirements
- Prepare travel expense reimbursements in line with company policy
- Maintain the Chairman's office, ensuring all office equipment and facilities are in working condition
- Maintain and order stationery and grocery supplies for the department, ensuring ample supply while maintaining cost efficiency
- Devise and maintain office systems, including data management, filing, and document tracking and circulation
- Coordinate incoming and outgoing communications and documentation, including distribution, obtaining background information, and preparing standard replies on behalf of the Chairman
- Provide support and assistance to the Chairman and his family in any administrative and coordination tasks as required
Requirements
- Graduate from any recognized university
- Fluent in reading, writing, and speaking English and Arabic
Nice to have:
Important Details
- Preferred working location: Jeddah Industrial City
