Executive Assistant

Abdul Latif Jameel; Jeddah; On-site; SAR 150,000 - 200,000; Full time

Job summary

A diversified business firm in Jeddah is seeking an experienced Executive Assistant to provide high-level administrative support for the Head of Division. This role involves managing schedules, liaising with finance teams, and facilitating internal communications. The ideal candidate possesses a Bachelor’s degree, at least 4 years of experience in executive support, and excellent communication skills. Proficiency in English is essential, and knowledge of Arabic is preferred.

Qualifications

• Minimum 4 years in Executive Assistant position.
• Competence in spoken and written English; Arabic language is an advantage.

Responsibilities

• Provide high level of administrative support for the Head of Division.
• Liaise with the Finance Team and operational Management.
• Manage Divisional calendar and schedule meetings.
• Handle communication with the CEO’s office.

Skills

Project Management

Effective Organizational skills

Inter-personal skills

Communication

Education

Graduate Bachelor’s Degree or equivalent

Job description

Abdul Latif Jameel comprises diversified businesses with deep roots in the Middle East, North Africa, and Turkey (MENAT region). Strong networks and long-established relationships make us a powerful partner, opening doors for those who want to do business in the region.

Our businesses represent some of the world’s leading brands, earning us their trust and building long-lasting and mutually beneficial relationships. Our commitment to anticipate and support our partners’ needs has driven our success.

From our modest beginnings 75 years ago as a small trading business and then a Toyota distributorship in Jeddah, Saudi Arabia, we have established an extensive operations infrastructure, built the largest vehicle distribution network in Saudi Arabia, and, along the way, we have accumulated comprehensive automotive expertise throughout the region.

Applying our vast experience in the automotive sector, we’ve used our expertise and operations infrastructure to diversify into new sectors that contribute to the ‘infrastructure of life’ in the MENAT region.

Financial Job Dimensions

N/A

Degree of supervision

Low supervision over operational activities

Level of Authority

Limited Authority over daily functional operation

Purpose of the Job

Provide high level of administrative support and communication activities for the Head of Division. Requires discretion, confidentiality, and detailed knowledge of the Divisions operations, procedures, and associates

Key Accountabilities: Description

• Liaise with Finance Team and operational Management to collate Divisional and annual Sustainability budget
• Receive Departmental Monthly results and assist in preparation Divisional reports
• Manage Divisional calendar in respect of fixed meeting schedules and schedule meetings on behalf of head of Division based on priority basis
• Partner with Internal Communications, to facilitate internal and external communication of the division

Key Accountabilities: Performance Indicators

• Annual Sustainability Budget
• Budget Adherence Ratio Monthly performance reports
• Management of schedules and meetings in line with head of Departments availability
• # Of sustainability Reports
• # Operational reports from all Departments

Major Activities

• Have access to the Divisional Head email and accounts to read emails and schedule appropriate appointments and meetings
• Receives and evaluates meeting requests, discusses with the Head of Division, and schedules them accordingly based on urgency, importance.
• Arranges business trips and ensures required logistics are in place
• Assists the Division with Appian and Purchase requests as directed by Divisional head
• Plans, organizes, and schedules own workload so that these activities are completed accurately and on time
• Arranges and facilitates meetings and disseminates minutes as and when directed
• Handles communication with the CEO’s office and other ALJ Motors divisions
• Organizes office maintenance and repair work for the Sustainability office
• Liaises with various departments on projects, events, conferences, workshops, and other company functions involving the Sustainability, Office
• Maintains, inventory of office supplies, schedules preventive maintenance, and arranges emergency repairs of office equipment, such as printers
• Ensures Office adheres to 5S principles

Job Context

• The job requires excellent skills in communication and multitasking
• The job holder is responsible for scheduling Sustainability executive meetings
• The job holder has the freedom to prioritize over incoming emails and meetings
• The job holder has the freedom to Review and handle Decision Making Requests requiring the Head of Division approval

Organizational / Functional Strategic Focus

• The job holder has a crucial role in managing high level of administrative support and communication activities

Minimum Qualifications

• Graduate Bachelor’s Degree or equivalent
• Minimum 4 years in Executive Assistant position

Job-Specific Skills

• Project Management
• Effective Organizational and Inter-personal skills

Languages

Competence in spoken and written English with Arabic Language an advantage

Special Certifications / Membership

N/A

Why Work for Us?

With a truly international footprint and more than three quarters of a century of commercial success behind us, we are today, not only a leading employer across the Middle East, North Africa and Turkey (MENAT) region, but also offer exciting opportunities worldwide, from Chile to Japan, from the UK to Australia.

Our values guide the way we work with our business partners, within our communities, and with each other.

Through Respect, Innovation, a Pioneering Spirit, and Empowerment, we are proud of our culture which sees ideas blossom, people thrive and successes flourish.