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