Administrative Assistant

We're looking for an experienced and detail-oriented Administrative Assistant to join our dynamic team in Makkah, Saudi Arabia. In this role, you'll lead administrative operations and serve as a trusted resource to managers and project teams. You'll have the opportunity to make a meaningful impact by driving operational excellence, managing complex projects, and supporting our team's success through exceptional organizational, communication, and leadership skills. If you're someone who thrives in a collaborative environment, takes ownership of processes, and demonstrates initiative in maintaining efficiency and accuracy, we'd love to hear from you. **Administrative & Office Support** Provide comprehensive administrative support and mentorship to one or more managers within the office or business unit Lead the preparation, proofreading, and formatting of correspondence, forms, spreadsheets, and documents with meticulous attention to detail Manage complex calendar coordination, meeting scheduling, and travel logistics for multiple stakeholders Direct office supply inventory management and vendor relationships to optimize efficiency and cost-effectiveness Establish and organize project file systems on shared servers and systems, ensuring accessibility and compliance Lead project meetings, prepare comprehensive minutes, format documentation, and coordinate distribution to relevant stakeholders and clients Develop and format project reports and documentation, ensuring alignment with organizational standards **Project & Financial Support** Lead project setup initiatives and support financial task development with increased autonomy Independently manage estimate at completion (EAC) updates and change order documentation Conduct thorough project invoice reviews and ensure accurate task coding across multiple projects Take ownership of monthly progress reports and contractor estimates preparation Ensure all project components align with established procedures and standards, identifying opportunities for process improvement Support financial reconciliation and budget tracking activities **Procurement & Compliance** Lead procurement activities for project-related materials and manage vendor relationships strategically Drive the development and implementation of project documentation and compliance requirements Maintain and update vendor and client information in relevant systems with accuracy and timeliness Conduct qualification reviews for regularly utilized vendors and subcontractors, making recommendations Coordinate with legal and compliance teams on contract-related matters and risk mitigation Manage risk assessment documentation and approval processes independently **Proposals & Marketing Support** Lead proposal development activities and manage approval workflows to ensure timely delivery Provide strategic marketing assistance for proposals, including document preparation, graphics coordination, and quality assurance Develop and maintain comprehensive proposal schedules and timelines across multiple submissions Lead tender document preparation and coordination efforts Manage documentation uploads, downloads, and vendor registration in procurement systems with attention to compliance Prepare and coordinate required documentation for review and signature, ensuring accuracy and completeness **General Responsibilities** Utilize Microsoft Office Suite and other business software to accomplish work efficiently and train others as needed Apply professional standards, practices, and procedures in all tasks and mentor team members on best practices Manage multiple complex priorities simultaneously while maintaining accuracy and quality standards Communicate transparently with team members and stakeholders, providing proactive updates and recommendations Demonstrate flexibility and adaptability in a dynamic work environment while driving continuous improvement Contribute to a collaborative and supportive team culture through leadership and initiative Identify process inefficiencies and recommend solutions to enhance operational effectiveness

**Minimum Requirements:** High School Diploma plus 3 years of relevant administrative experience, OR Relevant administrative or office management diploma plus 2 years of professional experience **Required Skills & Competencies:** Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Excellent written and verbal communication skills Strong organizational and time management abilities Exceptional attention to detail and accuracy Ability to multitask and prioritize effectively Professional document preparation and formatting skills Meeting coordination and minute-taking experience Customer service orientation and interpersonal skills Ability to maintain confidentiality and handle sensitive information Problem-solving mindset with a collaborative approach Demonstrated experience supporting project management or consulting environments Familiarity with project financial processes and terminology Experience with procurement systems and vendor management platforms **Preferred Qualifications:** Knowledge of tender documentation and proposal development processes Advanced proficiency in report writing and data analysis Experience with travel coordination and expense management Familiarity with office management software and systems Background in a corporate, engineering, or professional services environment Certification in administrative management or related field **Desired Attributes:** Proactive and goal-oriented approach to work Ability to work independently and as part of a team Adaptability to changing priorities and business needs Strong analytical and organizational thinking Commitment to continuous improvement and professional development Resilience and positive attitude in a fast-paced environment

Administrative & Office Support: Provide comprehensive administrative support and mentorship to one or more managers within the office or business unit; Lead the preparation, proofreading, and formatting of correspondence, forms, spreadsheets, and documents with meticulous attention to detail; Manage complex calendar coordination, meeting scheduling, and travel logistics for multiple stakeholders; Direct office supply inventory management and vendor relationships to optimize efficiency and cost-effectiveness; Establish and organize project file systems on shared servers and systems, ensuring accessibility and compliance; Lead project meetings, prepare comprehensive minutes, format documentation, and coordinate distribution to relevant stakeholders and clients; Develop and format project reports and documentation, ensuring alignment with organizational standards. Project & Financial Support: Lead project setup initiatives and support financial task development with increased autonomy; Independently manage estimate at completion (EAC) updates and change order documentation; Conduct thorough project invoice reviews and ensure accurate task coding across multiple projects; Take ownership of monthly progress reports and contractor estimates preparation; Ensure all project components align with established procedures and standards, identifying opportunities for process improvement; Support financial reconciliation and budget tracking activities. Procurement & Compliance: Lead procurement activities for project-related materials and manage vendor relationships strategically; Drive the development and implementation of project documentation and compliance requirements; Maintain and update vendor and client information in relevant systems with accuracy and timeliness; Conduct qualification reviews for regularly utilized vendors and subcontractors, making recommendations; Coordinate with legal and compliance teams on contract-related matters and risk mitigation; Manage risk assessment documentation and approval processes independently. Proposals & Marketing Support: Lead proposal development activities and manage approval workflows to ensure timely delivery; Provide strategic marketing assistance for proposals, including document preparation, graphics coordination, and quality assurance; Develop and maintain comprehensive proposal schedules and timelines across multiple submissions; Lead tender document preparation and coordination efforts; Manage documentation uploads, downloads, and vendor registration in procurement systems with attention to compliance; Prepare and coordinate required documentation for review and signature, ensuring accuracy and completeness. General Responsibilities: Utilize Microsoft Office Suite and other business software to accomplish work efficiently and train others as needed; Apply professional standards, practices, and procedures in all tasks and mentor team members on best practices; Manage multiple complex priorities simultaneously while maintaining accuracy and quality standards; Communicate transparently with team members and stakeholders, providing proactive updates and recommendations; Demonstrate flexibility and adaptability in a dynamic work environment while driving continuous improvement; Contribute to a collaborative and supportive team culture through leadership and initiative; Identify process inefficiencies and recommend solutions to enhance operational effectiveness.