Executive Assistant (Saudi National)

In a world of possibilities, pursue one with endless opportunities. Imagine Next! At Parsons, you can imagine a career where you thrive, work with exceptional people, and be yourself. Guided by our leadership vision of valuing people, embracing agility, and fostering growth, we cultivate an innovative culture that empowers you to achieve your full potential. Unleash your talent and redefine what’s possible. Job Description: The Executive Assistant provides comprehensive administrative support to the assigned executive(s) and work group. This role performs a variety of routine and non-routine administrative, clerical, data collection, and reporting tasks in accordance with established procedures. The Executive Assistant works under the direction of a supervisor or manager, particularly on complex or non-routine assignments, and plays a key role in ensuring the smooth operation of day-to-day activities. Key Responsibilities Administrative & Clerical Support - Prepare, edit, and format correspondence, presentations, spreadsheets, and reports, including narrative-style documents and graphical summaries. - Answer and route telephone calls; take and relay messages in a professional and timely manner. - Receive, sort, and distribute mail and other incoming communications. - Draft routine correspondence and reports that do not require the direct attention of the supervisor. Data Management & Reporting - Collect, review, and consolidate statistics and general data into established reports for use within and outside the unit. - Develop new reports or revise existing reports as directed (in spreadsheet, graphical, or narrative formats). - Verify data accuracy, including reconciling supplier invoices against file copies and other documentation. - Distribute reports as directed by the immediate supervisor. Timekeeping & Attendance - Review employee time reports to verify accuracy of hours worked and Job#/WBS charges. - Follow up on discrepancies and ensure timely processing of corrections. - Track paid-time-off (PTO) hours and maintain schedules of planned absences. Employee & Resource Records - Maintain employee directories and related data for staff assigned to the unit, including company resumes and role changes. - Establish and maintain records of equipment, including service logs and maintenance dates. - Initiate service requests for office equipment as needed. Budget & Operational Support - Assist in gathering basic data for preparation of the unit’s overhead budget. - Prepare recurring budget-related reports as directed. - Produce preliminary reconciliations and support financial tracking activities. Facilities & Space Coordination - Coordinate physical space requirements for the unit, including seating plans and workspace allocations. - Initiate requests for PCs, telephones, and other office equipment for new or transferring staff. - Update the Corporate Directory and related systems to reflect staffing and location changes. HR & Staffing Support - Work closely with the immediate supervisor to monitor the timeliness of performance appraisals. - Prepare documents related to personnel actions (e.g., promotions, transfers, and other HR-related changes) as directed. - Gather information and periodically prepare occupancy or staffing reports by project or unit. Other Duties - Provide direction to lower-level clerical/administrative employees as needed. - Perform other related responsibilities appropriate to the role and unit requirements. Key Relationships - Supervision Received: - Reports to a Supervisor or Manager. - Supervision Given: - Provides day-to-day guidance and direction to lower-level clerical/administrative staff (no formal management responsibility). - Internal Contacts: - All employees within the assigned work group and/or project teams. - External Contacts: - Clients, suppliers, and government agencies, as directed by the supervisor or manager. Education & Experience - High school diploma or equivalent required. - 6 years of progressive administrative or executive assistant experience, preferably in a fast-paced, professional office environment. Skills & Competencies - Proficiency in MS Office Suite, with strong skills in Microsoft Word, PowerPoint, and Excel. - Ability to analyze and refine operating practices to improve workflow and efficiency. - Strong attention to detail and accuracy in documentation and reporting. - Exceptional oral and written communication skills. - Superior organizational skills, with proven ability to manage multiple priorities and meet deadlines. - Demonstrated ability to work independently while maintaining effective collaboration with team members and leadership. Parsons equally employs representation at all job levels no matter the race, color, religion, sex (including pregnancy), national origin, age, disability or genetic information. We truly invest and care about our employee’s wellbeing and provide endless growth opportunities as the sky is the limit, so ai

High school diploma or equivalent required. 6 years of progressive administrative or executive assistant experience, preferably in a fast-paced, professional office environment.

Administrative & Clerical Support: Prepare, edit, and format correspondence, presentations, spreadsheets, and reports; answer and route telephone calls; receive, sort, and distribute mail; draft routine correspondence and reports. Data Management & Reporting: Collect, review, and consolidate statistics; develop or revise reports; verify data accuracy and reconcile invoices; distribute reports. Timekeeping & Attendance: Review time reports, follow up on discrepancies, track PTO and planned absences. Employee & Resource Records: Maintain directories and equipment/service records; initiate service requests. Budget & Operational Support: Gather data for overhead budget; prepare recurring budget-related reports; perform preliminary reconciliations and financial tracking. Facilities & Space Coordination: Coordinate space requirements, seating plans, and equipment needs; update corporate directory. HR & Staffing Support: Monitor performance appraisals timelines; prepare documents related to personnel actions; prepare occupancy or staffing reports by project or unit. Other Duties: Provide direction to clerical staff; perform related responsibilities. Reports to a Supervisor or Manager; may guide lower-level clerical staff.