Administrative Assistant

Job Purpose:Provide administrative and coordination support to the Office Manager in HR, Compliance, Finance, and office administration matters while ensuring smooth daily office operations.Key ResponsibilitiesOffice AdministrationCoordinate office activities and operations to ensure efficiency and compliance with company policies.Manage meeting schedules, appointments, and calendars to ensure smooth workflow.Organize meetings, prepare agendas, and follow up on action points to ensure timely implementation.Maintain office filing systems (both physical and electronic) and ensure proper documentation and data backup for future reference.Manage day-to-day office operations and provide administrative support when required.Reception & Visitor ManagementWelcome visitors and direct them to the appropriate personnel.Notify company personnel of visitor arrivals.Maintain visitor logs and follow security procedures when required.Answer, screen, and direct incoming telephone calls and inquiries.Correspondence & CommunicationScreen incoming mail, emails, and telephone calls and redirect them to the appropriate departments when necessary.Handle and prioritize incoming and outgoing correspondence (emails, letters, packages, etc.).Draft routine responses and administrative communications as required.Travel & LogisticsCoordinate domestic and international travel arrangements, including flights, hotel bookings, and transportation.Assist in organizing meetings, company events, and related logistics.Administrative SupportPrepare reports, presentations, and documents as assigned.Perform general administrative duties such as filing, typing, copying, binding, scanning, and document preparation.Support office procurement activities and coordinate with suppliers when needed.Assist colleagues and management with administrative tasks whenever necessary.HR, Compliance & Finance SupportProvide administrative and coordination support to the Office Manager in HR, Compliance, Finance, and office administration matters.Assist in maintaining administrative records related to HR documentation, compliance requirements, and internal reporting.Support documentation preparation for audits and compliance processes when required.Follow up on invoices, vendor documentation, and administrative records as needed.Maintain confidentiality of sensitive company informationGovernment Relations & Administrative ProceduresAssist in processing and following up on social insurance registrations and updates for employees.Coordinate and follow up on company vehicle licensing, renewals, and related documentation with the relevant authorities.Prepare and organize required documents for governmental procedures and maintain proper records.Follow up with external parties and authorities to ensure timely completion of administrative processes. QualificationsBachelor’s degree in Business Administration, Management, or a related field.Additional certification in Administration or Office Management is a plus.Experience2–4 years of experience in an administrative, office coordination, or executive assistant role.Experience in handling office administration, documentation, and scheduling.Previous exposure to HR administration, finance support, or compliance documentation is an advantage.SkillsStrong organizational and time management skills.Excellent written and verbal communication skills in English and Arabic.Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).Ability to handle confidential information with discretion.Good coordination and follow-up skills.Ability to prioritize tasks and work under pressure.Strong attention to detail.Previous experience dealing with governmental authorities and administrative procedures is considered a plus.Basic knowledge of invoicing, document control, or financial documentation is considered a plus.Personal AttributesProfessional and presentable.Reliable and proactive.Strong interpersonal and communication skills.Ability to work independently and as part of a team.