Administrative Secretary, Assistant

Job Title: Administrative Secretary/Assistant

Job Description:

Location: Riyadh, Saudi Arabia
Department: Administration
Job Type: Full-Time
Nationality: Saudi Nationals Only

Job Summary:

The Administrative Secretary is responsible for providing comprehensive administrative support to ensure the efficient operation of the office. This role includes managing schedules, handling correspondence, organizing files, drafting letters, and assisting with communication between departments. The Administrative Secretary will also coordinate events and meetings.

Key Responsibilities:

1. Office Management:
   Perform general administrative duties such as answering phone calls, responding to emails, and managing correspondence.
   Maintain and organize files, records, and documents in a systematic manner.
   Prepare and edit reports, presentations, and other documents as required.
2. Letter Drafting:
   Draft, edit, and proofread letters, memos, and other documents for internal and external communication.
   Ensure all written communication is clear, professional, and aligns with company standards.
3. Scheduling and Coordination:
   Manage the calendar of the supervisor, including scheduling meetings, appointments, and travel arrangements.
   Coordinate logistics for meetings and events, including venue booking, equipment setup, catering arrangements, and material preparation.
4. Communication:
   Serve as the first point of contact for internal and external inquiries, providing information and directing calls as necessary.
   Facilitate effective communication between different departments and stakeholders.
5. Data Entry and Reporting:
   Enter data into databases and maintain accurate records.
   Prepare periodic reports and summaries as directed by the supervisor.
6. Support and Assistance:
   Assist in the preparation of budgets, invoices, and financial documents.
   Support the team in special projects and initiatives as needed.

Qualifications:

1. Education:
   Bachelor’s degree in business administration, management, or a related field is preferred or high school diploma or equivalent, associate’s degree.
2. Experience:
   Previous experience in an administrative role is highly desirable 2-3 years preferred.
   Familiarity with office software e.g., Microsoft Office Suite, Google Workspace and administrative procedures.
3. Skills:
   Strong organizational skills and attention to detail.
   Excellent verbal and written communication skills in both languages Arabic and English.
   Ability to prioritize tasks and manage time effectively.
   Professional demeanor and a positive attitude.
4. Personal Attributes:
   Ability to work independently and as part of a team.
   Problem-solving skills and adaptability in a fast-paced environment.
   Commitment to confidentiality and discretion in handling sensitive information.