Executive Administrative Assistant

About this task

Job Purpose:
Provide operational, clerical, and organizational support for day-to-day manufacturing and corporate functions. Act as a primary liaison between corporate departments, handle documentation workflows, and assist upper management in maintaining workplace efficiency.

Office and Workflow Coordination:
- Manage and prioritize daily office operations, including organizing executive schedules, scheduling department meetings, and routing internal documentation.
- Serve as a central communications bridge across production, logistics, finance, and sales.

Documentation and Reporting:
- Draft, format, and audit business correspondence, meeting minutes, administrative policies, and official company letters in English and Arabic.
- Maintain organized digital and physical filing archives to ensure administrative data integrity and compliance with Saudi corporate regulations.
- Compile monthly administrative checklists, expenditure tracking, and performance metrics for management review.

Cross-Departmental and System Support:
- Assist with tracking historical data, logging transactional summaries, and coordinating with internal data entry teams to update records.
- Collaborate with procurement and warehouse departments to log supply schedules, administrative purchases, and vendor communications.

Visitor and Facility Relations:
- Coordinate hospitality and administrative schedules for international corporate visitors, supply chain partners, and external stakeholders.
- Handle sensitive or confidential personnel files and executive correspondence with discretion.

Requirements:
- Bachelor's degree in Business Administration, Office Management, Information Systems, or a closely related functional field.
- At least 5 years of dedicated, hands-on administrative or coordination experience, ideally within a manufacturing environment.
- Restricted to Saudi Arabian nationals currently residing in Jeddah.
- Complete professional fluency in written and verbal English and Arabic.
- Advanced operational skills in Microsoft Excel, Word, and PowerPoint.
- Direct experience or basic exposure to ERP software workflows, such as Odoo or SAP, is an advantage.

Benefits:
- Private health insurance.
- Training and development.
- Performance bonus.