Business Assistant - KSA Profilenew

We are looking for an ambitious and motivated Business Assistant to support the smooth & effective day-to-day management of our growing business in the Kingdom of Saudi Arabia. With excellent organisation and administration skills, you’ll be adept at prioritising in a fast-paced and ever-changing environment and will take pride in supporting our teams to deliver world-class events & venues. To come on this journey with us, you will have a great sense of humour, be incredibly resourceful, collaborative, creative, and relish a challenge.

Key Responsibilities

KSA Business Management

1. Welcoming visitors, assisting with client meeting arrangements and coordinating team meetings and social events.
2. Efficiently manage shared Outlook mailboxes, promptly responding to inquiries.

Executive Support

1. Provide direct administrative assistance to the Chief Strategy Officer and visiting team members.
2. Responsibilities include diary management, travel and accommodation arrangements, preparation of reports and presentations and organising meetings and client engagements.
3. Support development of all forms of client and stakeholder communication.

Compliance & Quality Management

1. Assist the General Manager in managing insurance, licenses, and essential documentation, including staff handbook and policies.
2. Stay updated on any changes to local regulations or requirements that may impact office operations in Saudi Arabia and implement necessary adjustments to ensure compliance.
3. Coordinate with local authorities or regulatory agencies in Saudi Arabia as needed to address compliance-related matters or obtain approvals for business activities.
4. General administration of the company documentation system (Microsoft SharePoint), ensuring version control and providing staff training and support.

IT & Systems

1. Serve as a primary liaison with service providers, ensuring high-quality service delivery to our team.
2. Assist in maintaining IT infrastructure and applications, including hardware, software, and databases.
3. Provide administrative support for our CRM, travel, and other business systems.

General Support

1. HR: Assist the HR team with PRO Services, ranging from visa processing, secondary registration services including QIWA, GOSI etc., and the onboarding of new staff to the team.
2. Finance: Offer support for various financial management duties as required, including timely processing of invoices in our finance system (Xero) and managing payments.
3. Projects: Provide administrative support to project teams, including supporting in the mobilisation of project teams including arranging visas and insurance, booking travel & accommodation.

Personal Skills and Experience

1. A professional qualification in business administration or equivalent experience.
2. Proven experience in business administration within a small to medium scale company.
3. A track record (evidenced) of working across the range of business areas noted in the job description.
4. Proficient in the use of SharePoint, Microsoft 365 and Office, inc. Word, Excel, PowerPoint.
5. Good knowledge of IT Systems, Software, Hardware, and technical capabilities.

About You

1. Able to use initiative, problem solve and take ownership of outcomes.
2. Strong project management skills, with the ability to manage competing priorities.
3. First-rate organisational skills Attention to detail and high level of accuracy.
4. A natural and confident communicator with strong verbal and written communication skills.
5. Excellent relationship builder with ability to interact with a wide variety of internal and external stakeholder groups and audiences.
6. Highly proactive, self-motivated, and resourceful.
7. Sets high standards and is tenacious in getting the job done.
8. Able to work well under pressure.
9. Adaptable in an ever-changing environment.

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