Administrative Personal Assistant

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 arrangements

• Handle 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.

• Manage 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.

• Act 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.

• Prioritize tasks and manage multiple assignments effectively.
• Demonstrate professionalism, discretion, reliability, and attention to detail.
• Perform additional administrative duties as assigned by management.

• Bachelor’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.
• 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.

• 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.

• Internal: Senior Management, HR, Finance, Sales, Marketing, Service, Logistics, and other departments.
• External: Customers, suppliers, service providers, and other business contacts as required.

The 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.