Administrative Assistant

Job Title: Administrative AssistantJob Location : Industrial City - Phase 1 - Al Mahjar, Jeddah, KSAJob Purpose : Looking for an Administrative Assistant preferably working in Jeddah Industrial City to provide secretarial, administrative and clerical support to The Chairman and The Vice ChairmanThis role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment.

The basic administrative or secretarial duties involve diary management, greeting visitors, answering the telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for managementJob Context:This position operates within the context of confidentiality, diplomacy and judgement. Guiding principles will be found in the published policies and procedures as well as past precedent. However, the ability to operate within indistinct parameters is also importantKey Accountabilities:Management of ScheduleResponsible for maintaining & managing the Chairman' daily calendar and schedule ; 100% calendar accuracy at all timesArrange meeting invites and appointments and ensure the Chairman is well-prepared for the meetingsMeetings are coordinated in such a fashion that all critical attendees are present, agendas are distributed 24 hrs in advance and minutes are prepared and distributed within 24 hrs after the meetingAttend meetings and take minutes as and when requiredAdministrative SupportAct as the Chairman's first point of contact and liaise with people from both internal and external organisationsEnsure that tasks and situations are professionally handled and dealt withResponsible for drafting correspondence, official letters, agendas, reports, slide presentations and other documents; Ensure that all correspondence, reports, letters and other documents are professionally written and well-prepared and submitted on timeResponsible for screening telephone calls, enquiries and requests. All calls & enquiries are handled appropriately and professinallyTravel ArrangementsPlan, organize and arrange the Chairman's travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company’s International and Local Business TravelPolicy.Ensure that all travel requests are cost effective and that travel itineraries are reasonably paced and meet the business requirementsResponsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel policyOffice ManagementResponsible for the upkeep and maintenance of the Chairman's office and ensure that all office equipment & facilities are in working conditionResponsible for maintaining and ordering stationery and grocery supplies for the department. Ensure that ample supply of stationery & grocery item are maintained without discounting cost effeciencyFiling and Document CirculationsResponsible for devising and maintaining office systems, including data management, filing and document tracking and circulationCoordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the ChairmanAd-hoc administrative TasksProvide support and assistance to the Chairman & his family in any administrative and coordination tasks as and when requiredEligible Applicants : Please fill the following form by using the below link :https://forms.gle/w6RKYJzgzPPwB8rWAQualification: Graduate from any recognized universityLanguage Proficiency : Read, Write and Speak Fluent English & Arabic.Preferred Saudi Nationals Only