Administrative Assistant

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Position Title: Administrative Assistant

Job Summary The Administrative Assistant provides critical operational, compliance, and logistical support to the Access, Finance and Portfolio teams. This role ensures standardized documentation, rigorous compliance tracking, and seamless daily operations across both departments.

• Drafting & Preparation: Prepare standard contracts, operational agreements, vendor arrangements, and Memorandums of Understanding (MOUs) using pre-approved company templates based on project details.
• Review & Proofing: Update draft agreements by incorporating feedback, standard revisions, and legal terms from internal team members and stakeholders.
• Signature Routing: Manage the end-to-end digital signature process for internal leadership and external partners using electronic signature tools (e.g., Docu Sign).

• Data & System Entry: Input, log, and maintain accurate activity records in internal databases and tracking platforms.
• Purchase Orders & Procurement Support: Lead the creation and tracking of Purchase Requests (PRs) and Purchase Orders (POs) by working closely with finance and project teams.
• Agreement Lifecycle Tracking: Maintain clean, centralized dashboards and spreadsheets to track active, pending, and expiring contracts and policies.
• Renewals & Expiration Alerts: Monitor key contract end dates and proactively alert relationship managers and team leads when agreements need renewal or periodic review.
• Compliance & Milestones: Track and log administrative deadlines and reporting requirements tied to active agreements to ensure total compliance.

• Centralized Document Hub: Manage and organize shared document repositories (e.g., SharePoint, Confluence), ensuring consistent file organization, clear version control, and proper archiving of outdated files.
• Knowledge Management: Organize operational plans, project trackers, and reference materials so they are easy for team members across both departments to find and use.

• Meeting Coordination: Schedule and coordinate internal team meetings, manage calendar invites, and handle logistics for external vendor or partner calls.
• Meeting Minutes & Action Items: Attend key meetings to capture clear, concise meeting summaries and assign/track follow-up tasks.
• General Administrative Support: Provide proactive day-to-day administrative support to keep team operations running smoothly.

• Manual Payments: Handle manual payment processing including SADAD, wire transfers, and other governmental payments.
• Corporate Credit Card Administration: Manage corporate credit card administrative processes, tracking, and reconciliation support.
• Telecommunication Administration: Oversee telecom services, accounts, and operational administration for the team.
• Transparency Reporting: Ensure accurate compliance tracking and transparency reporting for HCP/HCO spend.

• Education: High School Diploma or equivalent required;
  Associate’s or Bachelor’s degree in Business Administration or…