Administrative Assistant

Administrative Assistant

Company: Mustadem (مستديم)

Location: Saudi Arabia (On-site / Hybrid as required)

Employment Type: Full-time

About Mustadem

Mustadem (مستديم) is a Saudi-based company specializing in sustainable agriculture and aquaculture solutions , including greenhouse and fish farm development. We work with farmers, investors, suppliers, and government entities to design, build, and operate efficient food production systems aligned with Saudi Vision 2030.

We are seeking a highly competent, digitally capable, and proactive Administrative Assistant who can work independently, support management, and contribute to smooth daily operations without constant supervision or technical assistance .

Role Overview

The Administrative Assistant plays a core operational role in the company. This position requires someone who is organized, digitally strong, and confident in communication , capable of handling administrative work, coordination, follow-ups, and negotiations with minimal guidance.

This role also requires flexibility and readiness to travel at any time , depending on business needs.

Key ResponsibilitiesAdministrative & Operations Support

• Manage daily administrative tasks and office coordination
• Organize and maintain contracts, permits, licenses, and company documentation (digital & physical)
• Prepare professional emails, letters, reports, and official documents
• Schedule meetings, calls, site visits, and ensure proper follow-up on action items

Communication, Coordination & Negotiation

• Act as a professional point of contact with clients, suppliers, service providers, and government entities
• Follow up on approvals, permits, quotations, and outstanding requests
• Negotiate with suppliers and service providers on pricing, timelines, and terms within defined guidelines
• Coordinate logistics for meetings, travel, and site visits

Digital, Computer & AI Tools (Mandatory)

This role requires strong digital independence . The successful candidate must be fully comfortable working with computers and modern tools without requiring frequent help .

You are expected to:

1- Work confidently with:

• Email systems (professional inbox management, attachments, folders)
• Microsoft Word / Google Docs (advanced formatting, tables, official letters)
• Excel / Google Sheets (organized data entry, filters, basic formulas)
• File management systems (cloud storage, naming conventions, structured folders)

2- Use AI tools (such as ChatGPT or similar) to:

• Draft and improve emails, reports, and documents
• Summarize information and meeting notes
• Assist in research and preparation tasks
• Learn new digital systems and portals independently
• Troubleshoot basic computer and software issues without management involvement

⚠️ This role is not suitable for candidates who struggle with computers or rely on others to solve basic digital or software problems.
Travel Requirement

• Ability and willingness to travel at any time, including on short notice , to support meetings, site visits, or company operations

Required Skills & Qualifications

Core Requirements

• Proven experience in an administrative, operations, or coordination role
• Strong computer literacy and digital independence
• Comfortable using AI tools as part of daily work
• Excellent organizational and follow-up skills
• Strong communication and negotiation skills
• Ability to manage multiple tasks and priorities under minimal supervision
• High level of professionalism, confidentiality, and reliability

Preferred

• Experience dealing with suppliers, contractors, or government entities
• Familiarity with project-based, engineering, agriculture, or industrial companies
• Experience in the Saudi business and regulatory environment

Languages

• Arabic: Fluent (required)
• English: Very good to fluent (required)

Personal & Soft Skills

• Proactive and solution-oriented
• Confident but respectful communicator
• Able to negotiate calmly and professionally
• Detail-oriented with strong accountability
• Adaptable, flexible, and able to handle changing priorities
• Comfortable working directly with management

What We Offer

• A trusted role with real responsibility and visibility
• Exposure to strategic projects and senior decision-making
• Opportunity to grow into a senior administrative or operations role
• Competitive salary based on experience