Senior Executive Assistant

Hill Intl.; Saudi Arabia; On-site; SAR 140,000 - 210,000; Full time

Job summary

Hill Intl. in Saudi Arabia seeks a Senior Executive Assistant to lead administrative operations, streamline processes, and support project teams across megaprojects.

The role demands strong leadership, meticulous organization, and proactive problem solving. You will coordinate meetings, manage records and onboarding, ensure governance, and maintain professional relationships with stakeholders while upholding confidentiality and efficiency in a complex corporate environment.

Qualifications

• 10+ years of experience leading administrative operations in large projects or corporate environments.
• Experience coordinating within infrastructure, construction, or mega projects.
• Proficiency in Microsoft Office and admin systems; ability to learn new software quickly.
• Excellent verbal and written communication; ability to build stakeholder relationships.
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Leadership and supervision of administrative personnel.
• Knowledge of records management, document control, and governance practices.
• Ability to maintain confidentiality with discretion and professionalism.
• Proactive in identifying process improvements to boost efficiency.
• Experience developing and implementing efficient administrative processes.

Responsibilities

• Lead and manage administrative support functions, ensuring efficient operations across the department.
• Coordinate office operations, facilities, and support services, including workspace requirements and maintenance.
• Oversee document control, records management, and information governance, maintaining accurate records.
• Support team coordination, meeting management, and scheduling for project activities.
• Ensure compliance with company policies, procedures, and governance.
• Coordinate onboarding activities and employee administrative support.
• Maintain reporting, tracking, and filing systems, ensuring up-to-date records.
• Drive continuous improvement initiatives to boost administrative efficiency.
• Facilitate cross-functional coordination and communication between project teams and stakeholders.
• Provide timely and accurate administrative support to project and business operations.

Skills

Administrative leadership

Office management

Stakeholder engagement

Microsoft Office

Verbal and written communication

Time management

Leadership

Records management

Process improvement

Tools

Microsoft Office

Job description

The Senior Executive Assistant (SEA) plays a crucial role in overseeing and enabling the effective operation of project teams and business units. The SEA is responsible for establishing robust administrative processes, supervising personnel, and coordinating services to enhance operational efficiency. This role is integral to the successful execution of projects and requires strong leadership, organizational, and communication skills.

Responsibilities

• Lead and manage administrative support functions, ensuring efficient and effective operations across the department.
• Coordinate office operations, facilities, and support services, including workspace requirements and maintenance.
• Oversee document control, records management, and information governance, maintaining accurate and organized records.
• Support team coordination, meeting management, and scheduling, ensuring smooth logistics for all project-related activities.
• Ensure compliance with company policies, procedures, and administrative governance, maintaining a professional and ethical work environment.
• Coordinate onboarding activities and employee administrative support, providing a seamless and welcoming experience for new hires.
• Maintain reporting, tracking, and filing systems, ensuring accurate and up-to-date administrative records.
• Drive continuous improvement initiatives, identifying and implementing process enhancements to boost administrative efficiency.
• Facilitate cross-functional coordination and communication, fostering a collaborative environment between project teams and stakeholders.
• Provide timely and accurate administrative support to project and business operations, ensuring smooth daily operations.

Qualifications

• 10+ years of experience leading administrative operations, office management, and support functions in a large project or corporate environment.
• Experience in providing administrative leadership and coordination within complex project environments, especially in infrastructure, construction, or mega projects.
• Strong proficiency in Microsoft Office applications and administrative management systems, with the ability to quickly learn new software.
• Excellent verbal and written communication skills, with the ability to engage and build strong relationships with stakeholders.
• Proven track record in managing multiple priorities and deadlines, demonstrating strong organizational and time management skills.
• Leadership and team supervision capabilities, with the ability to motivate and guide administrative personnel.
• Knowledge of records management, document control, and administrative governance practices, ensuring compliance with standards.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Strong problem-solving skills and a proactive approach to process improvement, identifying and implementing efficient solutions.
• Experience in developing and implementing efficient administrative processes and procedures, driving operational excellence.