Office Administrative Assistant

Job Role: Office Administrative Assistant (Reports To: Office’s Deputy General Manager)

Location: Riyadh, Saudi Arabia

Experience: 3-5 years

Notice Period: As soon as possible

Duties & Responsibilities:

• Provides administrative support to office heads and staff per the direction of office’s deputy general manager.
• Managing office heads' calendar and schedules appointments based on availability.
• Arrange travel plans and compiles all documents for travel.
• Screens incoming calls/emails and correspondence responds proactively when possible.
• Coordinates meetings by arranging for facilities and issuing appropriate information to attendees.
• Assists in research and preparation of PowerPoint presentations.
• Responsible for supporting office heads’ leadership within the office.
• Works closely with office management to identify and suggest solutions on how to improve office and team morale.
• Keeps abreast of current trends and the latest news.
• Attend meetings, take notes, and prepare meeting minutes.
• Prepare and circulate office memos.
• Arranges visitors’ plans and compiles all documents for travel, accommodation, transportation, meetings, etc.

Tasks

1. Collects and submits weekly timesheets.
2. Participate in daily/weekly office meetings.
3. Documents and distributes weekly status meeting minutes to the team.
4. Participates in office’s head meetings and documents and distributes meeting minutes to attendees when required.
5. Keeps supervisor appraised of the status of work.
6. Prioritize tasks and assignments to meet scheduled deadlines.
7. Research and prepare special projects as required.
8. Maintains stock of office supplies and specialized forms.
9. Collates general information as required.
10. Assists other office staff as required.
11. Performs general clerical functions (e.g., scheduling, copying, data entry, filing, etc.) for the purpose of supporting office operations.
12. Performs other assigned duties that are within the area of knowledge and skills required by the job description.

Qualifications

• Prior work experience as a personal/office assistant is preferred.

1. Arabic and English proficiency.
2. Strong interpersonal and communication skills both written and oral.
3. Ability to work on multiple tasks simultaneously.
4. Team player.
5. Flexible overtime.
6. Professional appearance and demeanor.
7. Computer literate (Microsoft Office: Excel, Word, and PowerPoint).

Hours

HOURS: 8:00 A.M. to 5:00 P.M. (1 hour lunch), with overtime as required.