Administrative Assistant

Jeddah Transport Company - شركة مواصلات جدة; Jeddah; On-site; SAR 100,000 - 145,000; Full time

Job summary

Jeddah Transport Company - شركة مواصلات جدة is seeking an organized administrative professional to coordinate daily operations, support meeting documentation, record management, action tracking, scheduling, and logistics to keep departments aligned and efficient.

You will prepare agendas, manage calendars, assist with travel arrangements, maintain filing systems, support cross-functional workshops, and help ensure timely follow‑ups and clear internal communication for departmental priorities.

Qualifications

• Bachelor's degree or equivalent experience.
• Strong interpersonal, customer service and communication skills.
• Ability to multitask.
• Proficient in Microsoft Office suite.
• Professional working proficiency in both spoken and written English and Arabic.

Responsibilities

• Coordinate administrative support across the department, including scheduling and calendar management.
• Support meeting documentation, attendance tracking, minutes, and action item follow-up.
• Prepare presentations, templates, and standardized documents with version control.
• Maintain accurate records, correspondence, and filing systems with confidentiality.
• Coordinate internal communications and logistics for departmental activities and workshops.
• Assist with procurement and vendor administration as applicable and improve administrative processes.

Skills

Communication

Multitasking

Customer service

Interpersonal skills

English & Arabic

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Job description

Coordinate and provide administrative support to the department, enabling efficient day-to-day operations. The role supports meeting documentation and record management, action tracking, scheduling, and logistical coordination to ensure timely follow-up, consistent documentation, and smooth internal communication in support of departmental priorities.

Job Responsibilities

• Provide administrative coordination across the department, including scheduling, calendar management, meeting logistics, travel coordination (as required), and day-to-day office support for departmental leaders and team members.
• Coordinate departmental forums by preparing agendas, meeting invitations, briefing packs, attendance lists, minutes, while maintaining an organized repository of meeting materials and records. Capture, document, and track key decisions, action items, and escalations from these forums; maintain action and escalation trackers, monitor due dates, follow up with action owners, and escalat[e] overdue items to the relevant forum or authority.
• Support preparation of presentations, templates, and standardized documents by formatting, consolidating inputs, and ensuring version control, consistency, and timely distribution.
• Maintain accurate records, correspondence, and filing systems (digital and physical where applicable) for departmental activities, ensuring confidentiality and appropriate access control.
• Coordinate internal communications for departmental-led activities (e.g. meeting confirmations, reminders, distribution of outputs and updates) to support clarity, timeliness, and stakeholder responsiveness.
• Provide administrative support for cross-functional workshops and planning sessions, including booking venues/virtual links, circulating materials, tracking attendance, and consolidating feedback notes.
• Support procurement and vendor administration for department (as applicable) by coordinating documentation, tracking service requests, and maintaining records in line with internal processes.
• Support continuous improvement of administrative ways of working within the department by implementing processes, protocols, tools and technology guides that improve consistency and efficiency.

Qualifications

• Bachelor's degree or equivalent experience
• Strong interpersonal, customer service and communication skills
• Ability to multitask
• Proficient in Microsoft Office suite
• Experience within the same field and relevant sector is preferred.
• Professional working proficiency in both spoken and written English and Arabic.