Administrative Personal Assistant

H&H Shaker; Jeddah; On-site; SAR 90,000 - 150,000; Full time

Job summary

HH-Shaker in Jeddah, Saudi Arabia seeks an experienced Administrative Assistant to support senior management. You will manage schedules, coordinate between departments, prepare official documents, and handle confidential information with discretion.

You will arrange travel, organise meetings, and maintain professional communication in Arabic and English, ensuring timely completion of tasks and seamless operations across the company.

Qualifications

• Bachelor’s degree in business administration or related field.
• Minimum 3 years of relevant administrative or executive support experience.
• Excellent written and spoken Arabic and English.
• Proficiency in Microsoft Office applications and document handling.
• Strong organizational, communication, coordination, and time-management skills.
• Ability to handle confidential information with integrity and discretion.
• Willingness to travel when required.

Responsibilities

• Provide daily administrative support to senior management and coordinate between departments.
• Prepare letters, reports, presentations, minutes, and official documents.
• Maintain organized records and ensure confidentiality of company documentation.
• Coordinate with internal teams and external stakeholders to facilitate operations.
• Manage management’s schedule, calendar, and travel arrangements.
• Screen calls and emails; arrange meetings and prepare agendas.
• Monitor deadlines and provide regular updates on outstanding tasks.

Skills

Time management

Communication

Organization

Travel coordination

Education

Bachelor's degree in business administration

Tools

Outlook

Word

Excel

PowerPoint

Job description

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

2. Key Responsibilities :

A. Administrative Support

• 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.

B. Personal and Executive Assistance

• 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.

C. Coordination and Communication

• 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.

D. General Responsibilities

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

3. Qualifications and Requirements

• 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.

4. Key Performance Indicators (KPIs)

• 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.

5. Working Relationships

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

6. General Statement

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.