Administrative Assistant – Office Operations & Executive Support

About the role

We are seeking an experienced Administrative Assistant to plan, coordinate, and oversee a wide range of administrative activities, ensuring smooth day-to-day operations and providing effective support to senior management and the broader team.

Key responsibilities

• Supervise daily department operations and administrative staff, ensuring tasks are completed efficiently and accurately.
• Provide general administrative and clerical support, handling phone calls, correspondence, and routine inquiries.
• Manage office supplies, stationery, and equipment, maintaining adequate stock and proper upkeep.
• Plan, coordinate, and support office activities and events such as meetings, conferences, interviews, orientations, and training sessions.
• Offer administrative assistance to executives, business leaders, and senior management.
• Arrange meetings and teleconferences, prepare agendas, record minutes, distribute them, and follow up on action items.
• Prepare, review, and distribute weekly leadership reports, monthly updates, and other management communications.
• Support the Executive Team in organizing annual leadership meetings, strategic planning sessions, and key business events.
• Draft and edit correspondence, reports, presentations, and other business documents.
• Coordinate onboarding and orientation of new employees, including training arrangements and material preparation.
• Maintain and update company policy and procedure manuals and assist internal self-audit activities.
• Support HSE initiatives, participate in safety awareness activities, and assist with incident reporting in line with company policies.
• Handle sensitive information with confidentiality, accuracy, and professionalism.

Required profile

• Minimum 8 years of professional experience, including at least 3 years in a relevant administrative role.
• Bachelor’s degree in Business Administration or a related field.
• Prior experience in construction, engineering, contracting, or corporate environments is preferred.
• GCC experience of 2 years or more is an advantage.
• Strong organizational, coordination, communication, and interpersonal abilities.
• Ability to manage multiple priorities, meet deadlines, and work effectively with senior management and diverse stakeholders.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook