Administrative Personal Assistant

1. Job Purpose :To provide comprehensive administrative and personal assistance to senior management at HH-Shaker, ensuring efficient daily operations, effective coordination between departments, professional communication, and timely completion of assigned tasks. The role requires a highly organized, proactive, and trustworthy individual who can manage business schedules, confidential documents, meetings, and travel arrangements2.

Key Responsibilities

A. Administrative SupportHandle daily administrative tasks, correspondence, document preparation, and filing.Prepare business letters, reports, presentations, meeting minutes, and other official documents.Maintain organized records and ensure the accuracy and confidentiality of company documentation.Coordinate with internal departments, branches, and external stakeholders to facilitate business operations.Follow up on pending requests, assigned tasks, and management instructions to ensure timely completion.Support general office administration and improve administrative processes when needed.B. Personal and Executive AssistanceManage management’s daily schedule, calendar, appointments, and meetings.Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries.Organize meetings, prepare agendas, and ensure all required documents are available.Screen and coordinate incoming calls, emails, and meeting requests as appropriate.Handle personal and business-related administrative requests assigned by management.Maintain strict confidentiality regarding management activities and sensitive company information.C. Coordination and CommunicationAct as a liaison between management, employees, departments, branches, and external parties.Communicate professionally in Arabic and English through email, telephone, and face-to-face interactions.Monitor deadlines and provide regular updates to management on outstanding tasks.Coordinate appointments, business meetings, and other management-related activities.D. General ResponsibilitiesPrioritize tasks and manage multiple assignments effectively.Demonstrate professionalism, discretion, reliability, and attention to detail.Perform additional administrative duties as assigned by management.3. Qualifications and RequirementsBachelor’s degree in business administration, Office Management, or a related field.Minimum 3 years of relevant experience in administrative assistance, personal assistance, or executive support.Saudi nationality.Excellent written and spoken Arabic and English.Proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.Strong organizational, communication, coordination, and time-management skills.Ability to handle confidential information with integrity and discretion.Willingness to travel when required.Ability to work independently, multitask, and meet deadlines.4. Key Performance Indicators (KPIs)Timely completion of administrative assignments and management requests.Accuracy and quality of reports, correspondence, and official documents.Effective scheduling and coordination of meetings and appointments.Timely follow-up on pending tasks and management instructions.Accuracy and efficiency in travel and meeting arrangements.Professional communication and effective coordination with relevant stakeholders.Compliance with company procedures and confidentiality requirements.5. Working RelationshipsInternal: Senior Management, HR, Finance, Sales, Marketing, Service, Logistics, and other departments.External: Customers, suppliers, service providers, and other business contacts as required.6. General StatementThe employee is expected to perform the duties outlined above and any other reasonable, job-related responsibilities assigned by management in accordance with company policies and business requirements.