Administrative Assistant

Job Location:

Industrial City - Phase 1 - Al Mahjar, Jeddah, KS

Looking for an Administrative Assistant within Industrial City to provide secretarial, administrative and clerical support to the Chairman and the Vice Chairman. The role demands exposure to highly sensitive information and involvement with senior contacts requiring discretion, tact, diplomacy, and judgment. Responsibilities include diary management, greeting visitors, answering telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information, and compiling diverse reports for management.

• Schedule Management: Maintain the Chairman's daily calendar with 100% accuracy, arrange meeting invites, and ensure the Chairman is well‑prepared for meetings.
• Meeting Coordination: Coordinate meetings so that all critical attendees are present, distribute agendas 24 hours in advance, and prepare and distribute minutes within 24 hours after the meeting.
• Meeting Attendance & Minutes: Attend meetings and take minutes as required.

• Act as the Chairman's first point of contact, liaising with internal and external organisations and ensuring tasks are handled professionally.
• Draft correspondence, official letters, agendas, reports, slide presentations and other documents, ensuring professional quality and timely submission.
• Screen telephone calls, enquiries and requests, handling them appropriately and professionally.

• Plan, organise and arrange the Chairman's travel itinerary including tickets, hotel bookings, visa processing and related documentation in compliance with company travel policies.
• Ensure travel requests are cost‑effective, itineraries are reasonably paced and meet business requirements.
• Prepare travel expense reimbursements in line with company travel policy.

• Maintain and ensure all office equipment and facilities are in working condition.
• Maintain and order stationery and grocery supplies, ensuring ample stock without discounting cost efficiency.

• Develop and maintain office systems for data management, filing, and document tracking.
• Coordinate incoming and outgoing communications and documentation, including distribution and preparation of standard replies on behalf of the Chairman.
• Provide support and assistance to the Chairman and his family in any administrative and coordination tasks as required.

Graduate from any recognised university.

Language proficiency:
Read, write and speak both Arabic and English.