Administrative Personal Assistant

1. Job Purpose : 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. • Saudi nationality. • 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.