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.