Executive Assistant

Hitachi Vantara Corporation; Dammam; On-site; SAR 70,000 - 110,000; Full time

Job summary

Hitachi Energy is seeking an Executive Assistant to support senior executives with day-to-day office activities, including arranging travel, meetings, and report preparation. The role requires handling confidential information with discretion and professionalism.

The candidate should have a bachelor’s degree in Business Administration or related field and 5+ years of experience in international companies. Proficiency in Microsoft Office and fluent English are essential.

Qualifications

• Bachelor’s degree in Business Administration or related degree.
• 5+ years of experience in international companies.
• Excellent communication, customer service and relationship-building skills.
• Strong teamworking, organization and time management.
• Attention to detail, negotiation, assertiveness, flexibility and tact.
• Proactive and able to use initiative.
• Proficiency with standard software packages (e.g. Microsoft Office).
• Proficiency in both spoken and written English.

Responsibilities

• Organizing and servicing meetings, producing agendas and taking minutes.
• Prioritizing workloads and implementing new procedures and administrative systems.
• Liaising with organizations and clients and logging or processing bills or expenses.
• Acting as receptionist and greeting visitors and directing them to the right departments.
• Answering phones, booking meeting rooms, setting up calls, and taking messages.

Job description

Job Description:

The opportunity

Executive Assistant work is focused on supporting an individual executive or small number of executives in their day-to-day office activities including Obtaining and organizing information for use in conferences, speeches, and reports as requested by the executive, editing, proofing, formatting, document design/production, form filling, and data entry. In addition, scheduling/coordinating meetings, diaries, and travel arrangements. Also, receiving/relaying telephone messages from internal and external sources, managing the time/interaction executives have with internal and external sources Typically this role is required to handle confidential business and personnel information.

How you’ll make an impact

• Organizing and servicing meetings (producing agendas and taking minutes).
• Prioritizing workloads and implementing new procedures and administrative systems.
• Liaising with relevant organizations and clients and logging or processing bills or expenses.
• Acting as a receptionist and/or meeting and greeting clients and greeting visitors and directing them to the appropriate departments or individuals.
• Answer telephones and respond to inquiries via telephone or email and book meeting rooms, set up conference calls and take messages and minutes during meetings.
• Perform administrative tasks, including filing and photocopying, writing emails, memos and letters.
• Implement and/or develop office procedures and record systems and manage database entry and client files. Order and maintain supplies and document financial information.
• Organize and distribute messages, make and confirm travel arrangements Prepare and mail outgoing correspondence.
• Maintain confidential department files/records and perform routine bookkeeping tasks and assist with presentations and reports.
• Responsible for ensuring compliance with applicable external and internal regulations, procedures, and guidelines.
• Living Hitachi Energy core values of safety and integrity, which means taking responsibility for your own actions while caring for your colleagues and the business.

Your background

• A bachelor’s degree in Business Administration or related degree.
• 5+ Years of experience in international companies.
• Good communication, customer service and relationship-building skills.
• Teamworking skills and organization and time management skills.
• Attention to detail, negotiation skills, Assertiveness and flexibility and tact, discretion and diplomacy.
• The ability to be proactive and use your initiative: to see what needs doing and to do it.
• The ability to use standard software packages (e.g. Microsoft Office) and to learn bespoke packages if required.
• Proficiency in both spoken & written English language is required.

Use of Al and automated tools in recruitment

As part of our recruitment process, Hitachi Energy uses digital and automated tools, including Al-supported solutions, to assist with activities such as application screening, job matching, and interview scheduling. These tools are designed to support our recruiters and do not replace human decision-making. Candidate data is processed in accordance with applicable data protection and employment laws as well as Hitachi's Global Data Privacy Notice.

Background Screening and Security Checks

As part of the hiring process, Hitachi Energy conducts pre-employment background checks that may include verification of employment history, education, criminal records, and other relevant information, in accordance with applicable laws.

For certain roles—particularly those involving access to sensitive information, financial responsibilities, client data, regulated environments, or security-sensitive functions—additional or more comprehensive background or security screenings may be required. These may include, but are not limited to, enhanced criminal history checks, credit history reviews (where legally permissible), sanctions screening, or other due diligence measures aligned with the responsibilities of the position.

The scope and depth of any background or security review will be determined based on the nature of the role and business necessity, and will always be conducted in compliance with applicable federal, state, and local laws. Candidates will be notified and, where required, asked to provide consent prior to the initiation of any such checks.