administrative assistant

Confidential

<div>
 
 
 Job Title: Administrative Assistant
 
 
 
 
 
 
 Job Location : Industrial City - Phase 1 - Al Mahjar, Jeddah, KSA
 
 
 
 
 
 
 Job Purpose:
 
 
 
 
 
 
 Looking for an Administrative Assistant with in Industrial City to provide secretarial, administrative and clerical support to The Chairman and The Vice Chairman.
 
 
 
 
 
 This role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment. The basic administrative or secretarial duties involve diary management, greeting visitors, answering the telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for management.
 
 
 
 
 
 
 Job Context :
 
 
 
 
 
 
 This position operates within the context of confidentiality, diplomacy and judgement. Guiding principles will be found in the published policies and procedures as well as past precedent. However, the ability to operate within indistinct parameters is also important.
 
 
 
 
 
 
 Key Accountabilities:
 
 
 
 
 
 
 
 Management of Schedule:
 
 
 <ul>
 <li>
 Responsible for maintaining &amp; managing the Chairman' daily calendar and schedule ; 100% calendar accuracy at all times
 </li>
 <li>
 Arrange meeting invites and appointments and ensure the Chairman is well-prepared for the meetings;
 </li>
 <li>
 Meetings are coordinated in such a fashion that all critical attendees are present, agendas are distributed 24 hrs in advance and minutes are prepared and distributed within 24 hrs after the meeting
 </li>
 <li>
 Attend meetings and take minutes as and when required
 </li>
 </ul>
 
 
 Administrative Support:
 
 
 <ul>
 <li>
 Act as the Chairman's first point of contact and liaise with people from both internal and external organisations
 </li>
 <li>
 Ensure that tasks and situations are professionally handled and dealt with.
 </li>
 <li>
 Responsible for drafting correspondence, official letters, agendas, reports, slide presentations and other documents; Ensure that all correspondence, reports, letters and other documents are professionally written and well-prepared and submitted on time
 </li>
 <li>
 Responsible for screening telephone calls, enquiries and requests. All calls &amp; enquiries are handled appropriately and professionally.
 </li>
 </ul>
 
 
 Travel Arrangements
 
 
 <ul>
 <li>
 Plan, organize and arrange the Chairman's travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company&rsquo;s International and Local Business Travel Policy.
 </li>
 <li>
 Ensure that all travel requests are cost effective and that travel itineraries are reasonably paced and meet the business requirements.
 </li>
 <li>
 Responsible for preparing travel expense reimbursements in line with the company&rsquo;s International and Local Business Travel Policy.
 </li>
 </ul>
 
 
 Office Management
 
 
 <ul>
 <li>
 Responsible for the upkeep and maintenance of the Chairman's office and ensure that all office equipment &amp; facilities are in working condition.
 </li>
 <li>
 Responsible for maintaining and ordering stationery and grocery supplies for the department. Ensure that ample supply of stationery &amp; grocery item are maintained without discounting cost efficiency.
 </li>
 </ul>
 
 
 Filing and Document Circulation
 
 
 <ul>
 <li>
 Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
 </li>
 <li>
 Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Chairman.
 </li>
 </ul>
 
 
 Ad-hoc administrative tasks
 
 
 <ul>
 <li>
 Provide support and assistance to the Chairman &amp; his family in any administrative and coordination tasks as and when required.
 </li>
 </ul>
 
 
 
 
 
 Qualification:
 
 Graduate from any recognized university
 
 
 
 Language Proficiency :
 
 Read, Write and Speak both Arabic &amp; English Fluently
 
 
 
</div>

Administrative Assistant

Swissôtel

<div>Company Description 
&ldquo;A passion for perfection&rdquo;
Swiss&ocirc;tel Hotels &amp; Resorts is a distinctive group of deluxe hotels where we put the emphasis on our people. We strive to provide a motivating and rewarding environment that attracts inspired and talented people who are willing to bring news ideas, use and develop their knowledge to reinvent their career path.
Swiss&ocirc;tel Al Maqam is Swiss&ocirc;tel&rsquo;s Second hotel to open in Saudi Arabia. The hotel offers 1624 elegant rooms and suites with modern design, complementing the values of today&rsquo;s Arab culture.
As part of the prestigious Abraj Al Bait complex, the deluxe Swiss&ocirc;tel Al Maqam is a contemporary five-star hotel located in close proximity to the holy Masjid Al Haraam, overlooking the Ka&rsquo;aba and the Grand Mosque.
Swiss&ocirc;tel Al Maqam is part of a new urban development, including two restaurants, one executive lounge, two meeting rooms and a business center. It has private entrances that make it easier for our valuable gusts to reach Al Masjid Al Haram. 
Job Description 
Reporting to the Director of Food &amp; Beverage, responsibilities and essential job functions include but are not limited to the following:
Consistently offer professional, friendly and engaging service 
Oversee the F&amp;B department in the day-to-day operation of the department 
Provide all office administration duties such as written correspondence, mail, photocopying and ordering office supplies 
Assist with and support staff events 
Maintain confidential filling system for correspondence, policies, standards, regulations and various matters related to the office 
Organize and execute administrative systems &amp; procedures and perform necessary supportive duties. 
Coordinate and support all aspects of F&amp;B activities. 
Serve as a principal source of information for the team. 
Follow departmental policies and procedures 
Follow all safety policies 
Other duties as assigned 
Qualifications 
<ul><li>
Excellent interpersonal and communication skills.</li><li>
Ability to prioritize work in an environment with multiple interests.</li><li>
Ability to handle complex and confidential information with discretion.</li><li>
1+ year experience in a hotel environment.</li><li>
Bachelor's Degree and/or Hotel Management Degree, preferred.</li><li>
Excellent communication skills (verbal &amp; written).</li><li>
Knowledge of MS Word, Excel, PowerPoint, Windows.</li><li>
Knowledge of Opera in multiple platforms.</li><li>
Proactive and highly detail-oriented with excellent organizational skills.</li><li>
Ability to manage multiple functions and projects while meeting deadlines.</li></ul> 

Additional Information 
<ul><li>
 Prior experience working with Opera or a related system</li><li>
 Fluency in English</li></ul></div>

Administrative Assistant, Food and Beverage "Saudi Only"

Omada Rail Systems

<div><ul><li>Permanent Contract
</li></ul><ul><li>Not Applicable
</li></ul><ul><li>Makkah
</li></ul><ul><li>Assistant and Administration</li></ul></div>
 <div>About Us 
Egis is an international player active in architecture, consulting, construction engineering and mobility services. We create and operate intelligent infrastructures and buildings that respond to the climate emergency and contribute to more balanced, sustainable and resilient territorial development. Operating in 100 countries, Egis puts the expertise of its 19,500 employees at the service of its clients and develops cutting-edge innovations accessible to all projects. Through its wide range of activities, Egis is a key player in the collective organisation of society and the living environment of citizens all over the world.
With 3,500 employees across 8 countries in the Middle East, Egis has delivered over 700 complex development projects, stimulating economic growth and enhancing quality of life. Ranked among the top ten firms in the Middle East by Engineering News Record (ENR), Egis is committed to sustainable development. The Group&rsquo;s operations in the Middle East are built on strategic acquisitions and a deep understanding of local market conditions. Egis&rsquo; long history of providing comprehensive engineering, consulting, and project management services makes it a trusted partner for regional governments, investors, and developers. 
About the Role 
We are seeking a detail-oriented and organized administrator to join our team in Makkah, Saudi Arabia. In this role, you will provide essential administrative support to ensure smooth operations across our organization. The ideal candidate will be efficient, professional, and committed to delivering high-quality support services that enable our teams to focus on their core responsibilities.<ul><li>
Manage administrative tasks including scheduling, correspondence, and document preparation</li><li>
Maintain organized filing systems and databases, ensuring accurate record-keeping and easy information retrieval</li><li>
Provide responsive support to team members and departments, addressing inquiries and resolving issues promptly</li><li>
Coordinate meetings, prepare agendas, and maintain meeting minutes</li><li>
Handle data entry and maintain confidentiality of sensitive information</li><li>
Assist with office operations, including inventory management and supply ordering</li><li>
Support project coordination by tracking timelines, deadlines, and deliverables</li><li>
Communicate effectively with internal and external stakeholders via email, phone, and in-person interactions</li><li>
Perform general administrative duties as assigned to support organizational objectives</li><li>
Maintain professional standards and contribute to a positive work environment</li></ul> 
What do we need from you 
<ul><li>
Proven experience in an administrative or support role</li><li>
Min 5 years of exp and same filed is advantage</li><li>
Contractual experience is advantage</li><li>
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)</li><li>
Strong organizational and time management skills</li><li>
Excellent written and verbal communication skills</li><li>
Attention to detail and accuracy in completing tasks</li><li>
Ability to multitask and prioritize effectively in a fast-paced environment</li><li>
Interpersonal skills with a customer-focused mindset</li><li>
Proficiency in data entry and database management</li><li>
Problem-solving ability and proactive approach to challenges</li><li>
Professional demeanor and reliability</li><li>
Preferred: Experience with office management software or scheduling tools</li><li>
Preferred: Multilingual capabilities (Arabic and English)</li></ul> 
What's in it for you? 
What we offer<ul><li>
A wide variety of interesting projects</li><li>
A chance to be a part of a team that has a broad influence on a progressive business</li><li>
Excellent mentorship and career progression opportunities with future global career prospects</li><li>
Connect, learn and collaborate with our global network of collaborators</li><li>
Access to training and development to grow your career and maximise your potential</li><li>
Be rewarded for your enthusiasm, commitment, dedication, and loyalty</li><li>
Company Parental leave and Purchased leave</li><li>
An Employee Assistance Program to support you and your close ones</li><li>
Centrally located offices to connect with colleagues including team workshops and social events</li><li>
Flexible working arrangements</li></ul>
The salary will be based on competitive market rates commensurate with your skills and experience.
Apply now
Please upload your CV, Cover Letter, Portfolio and any other documents that you think will set you apart to our careers portal. Ensure you consider the skills and experience needed for this role and include this in your application.
We will be excited to meet with you if your skills and experience are aligned with ours.</div>

Administartor - Saudi National

Egis Group

<div>Company Description 
Egis is an international player active in architecture, consulting, construction engineering and mobility services. We create and operate intelligent infrastructures and buildings that respond to the climate emergency and contribute to more balanced, sustainable and resilient territorial development. Operating in 100 countries, Egis puts the expertise of its 19,500 employees at the service of its clients and develops cutting-edge innovations accessible to all projects. Through its wide range of activities, Egis is a key player in the collective organisation of society and the living environment of citizens all over the world.
With 3,500 employees across 8 countries in the Middle East, Egis has delivered over 700 complex development projects, stimulating economic growth and enhancing quality of life. Ranked among the top ten firms in the Middle East by Engineering News Record (ENR), Egis is committed to sustainable development. The Group&rsquo;s operations in the Middle East are built on strategic acquisitions and a deep understanding of local market conditions. Egis&rsquo; long history of providing comprehensive engineering, consulting, and project management services makes it a trusted partner for regional governments, investors, and developers. 
Job Description 
We are seeking a detail-oriented and organized administrator to join our team in Makkah, Saudi Arabia. In this role, you will provide essential administrative support to ensure smooth operations across our organization. The ideal candidate will be efficient, professional, and committed to delivering high-quality support services that enable our teams to focus on their core responsibilities.<ul><li>
Manage administrative tasks including scheduling, correspondence, and document preparation</li><li>
Maintain organized filing systems and databases, ensuring accurate record-keeping and easy information retrieval</li><li>
Provide responsive support to team members and departments, addressing inquiries and resolving issues promptly</li><li>
Coordinate meetings, prepare agendas, and maintain meeting minutes</li><li>
Handle data entry and maintain confidentiality of sensitive information</li><li>
Assist with office operations, including inventory management and supply ordering</li><li>
Support project coordination by tracking timelines, deadlines, and deliverables</li><li>
Communicate effectively with internal and external stakeholders via email, phone, and in-person interactions</li><li>
Perform general administrative duties as assigned to support organizational objectives</li><li>
Maintain professional standards and contribute to a positive work environment</li></ul> 

Qualifications 
<ul><li>
Proven experience in an administrative or support role</li><li>
Min 5 years of exp and same filed is advantage</li><li>
Contractual experience is advantage</li><li>
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)</li><li>
Strong organizational and time management skills</li><li>
Excellent written and verbal communication skills</li><li>
Attention to detail and accuracy in completing tasks</li><li>
Ability to multitask and prioritize effectively in a fast-paced environment</li><li>
Interpersonal skills with a customer-focused mindset</li><li>
Proficiency in data entry and database management</li><li>
Problem-solving ability and proactive approach to challenges</li><li>
Professional demeanor and reliability</li><li>
Preferred: Experience with office management software or scheduling tools</li><li>
Preferred: Multilingual capabilities (Arabic and English)</li></ul> 

Additional Information 
What we offer<ul><li>
A wide variety of interesting projects</li><li>
A chance to be a part of a team that has a broad influence on a progressive business</li><li>
Excellent mentorship and career progression opportunities with future global career prospects</li><li>
Connect, learn and collaborate with our global network of collaborators</li><li>
Access to training and development to grow your career and maximise your potential</li><li>
Be rewarded for your enthusiasm, commitment, dedication, and loyalty</li><li>
Company Parental leave and Purchased leave</li><li>
An Employee Assistance Program to support you and your close ones</li><li>
Centrally located offices to connect with colleagues including team workshops and social events</li><li>
Flexible working arrangements</li></ul>
The salary will be based on competitive market rates commensurate with your skills and experience.
Apply now
Please upload your CV, Cover Letter, Portfolio and any other documents that you think will set you apart to our careers portal. Ensure you consider the skills and experience needed for this role and include this in your application.
We will be excited to meet with you if your skills and experience are aligned with ours.</div>

Makkah Hypermarket

<div><div>Job Title: Data Entry Clerk 
Department: Administration / Operations / Inventory Management 
Reports To: Supervisor / Department Manager 
Location: Makkah Hypermarket, Jeddah 
</div><div>
Job Summary:</div><div>
The Data Entry Clerk is responsible for accurately entering, updating, and maintaining company data in internal systems and databases. The role requires strong attention to detail to ensure the accuracy of records related to inventory, sales, vendors, and other operational data while maintaining confidentiality and data integrity. 
</div><div>
Key Responsibilities:</div><div>
Data Entry &amp; Record Management:</div><ul><li>
Enter and update data accurately into company systems and databases.</li><li>
Maintain digital records of inventory, sales transactions, supplier information, and operational data.</li><li>
Verify data for accuracy and completeness before entry.</li><li>
Correct errors and update records when necessary.</li></ul><div>
Document Processing:</div><ul><li>
Collect and review documents such as invoices, purchase orders, delivery notes, and reports for data entry.</li><li>
Organize and maintain proper filing of physical and electronic records.</li><li>
Scan and archive documents for digital storage when required.</li></ul><div>
Data Verification &amp; Quality Control:</div><ul><li>
Cross-check entered data with source documents to ensure accuracy.</li><li>
Identify inconsistencies or missing information and report them to the supervisor.</li><li>
Maintain high standards of data accuracy and integrity.</li></ul><div>
Reporting Support:</div><ul><li>
Generate basic reports from the system when required.</li><li>
Assist departments with retrieving data or documents when requested.</li><li>
Support administrative tasks related to data management.</li></ul><div>
System &amp; Policy Compliance:</div><ul><li>
Follow company procedures for data entry and document handling.</li><li>
Ensure confidentiality of company data and sensitive information.</li>
Maintain proper backup and record-keeping procedures. 
<li>
</li></ul><div>
Qualifications:</div><ul><li>
High school diploma or equivalent (diploma or degree preferred).</li><li>
Previous experience in data entry or administrative work is an advantage.</li><li>
Basic knowledge of computers and office software (Excel, Word, ERP systems).</li>
Good typing speed and accuracy. 
<li>
</li></ul><div>
Skills &amp; Competencies:</div><ul><li>
High attention to detail</li><li>
Fast and accurate typing skills</li><li>
Basic analytical and problem-solving skills</li><li>
Organization and time management</li><li>
Ability to handle repetitive tasks with consistency</li>
Ability to maintain data confidentiality 
<li>
</li></ul><div>
Working Conditions:</div><ul><li>
Office-based work environment.</li><li>
Long hours of computer-based work.</li>
Coordination with multiple departments for data verification. 
<li>
</li></ul><div>
Key Performance Indicators (KPIs):</div><ul><li>
Data entry accuracy rate</li><li>
Number of records processed per day</li><li>
Error rate in entered data</li><li>
Timeliness of data updates</li><li>
Compliance with data management procedures</li></ul></div>

Data Entry Clerk

Alrawasi Co.

Role PurposeProvide high‑level executive and administrative support to the CEO to ensure the smooth, efficient, and confidential operation of the executive office. Own the CEO&rsquo;s calendar, meeting cadence, information flow, and critical follow‑ups across the leadership team and external partners.Key Responsibilities<ul><li>Executive Calendar &amp; Travel: Own the CEO&rsquo;s calendar; schedule across time zones; coordinate complex travel, visas, and itineraries; prepare detailed travel packs.</li><li>Meeting Management: Prepare agendas, attend meetings, take minutes, and track action items to closure; coordinate leadership and board meetings.</li><li>Communication: Draft/review emails, memos, proposals, and presentations; maintain professional correspondence standards; handle inbound requests and prioritize access to the CEO.</li><li>Board &amp; Leadership Support: Assemble board packs and executive summaries; coordinate signatures/approvals; maintain document repositories.</li><li>Information Flow: Maintain an organized filing system (digital/paper), ensure version control, and protect confidential information at all times.</li><li>Follow‑ups &amp; Deadlines: Proactively chase deliverables from stakeholders; maintain a visible tracker for CEO priorities and due dates.</li><li>Stakeholder Liaison: Interface with clients, partners, and government entities; coordinate protocol for VIP visits and events.</li><li>Office Operations: Process expenses, purchase orders, and reimbursements; manage vendor coordination relevant to the executive office.</li><li>Ad‑hoc Projects: Support special initiatives and CEO directives with research, scheduling, and coordination.</li></ul>Required Skills<ul><li>Bachelor&rsquo;s degree in Business Administration, Management, or a related field.</li><li>5+ years in Executive Assistant/Executive Secretary roles supporting C‑level leaders.</li><li>Outstanding written and verbal communication in English; Arabic is strongly preferred where applicable.</li><li>Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.</li><li>Proven experience handling confidential and time‑sensitive information.</li><li>Strong judgment, professionalism, and high attention to detail.</li></ul>Preferred (Nice to Have)<ul><li>Industry exposure to [hospitality, real estate, F&amp;B, tech].</li><li>Experience preparing board materials and working with legal/finance documentation.</li><li>Familiarity with tools like Slack/Teams, Zoom, Notion, Trello, Asana, DocuSign.</li></ul>Core Competencies<ul><li>Organization &amp; Prioritization under pressure</li><li>Executive communication and stakeholder management</li><li>Problem‑solving and proactive ownership</li><li>Discretion, integrity, and confidentiality</li><li>Follow‑through and results orientation</li></ul>Job Type: Full-time

Executive Secretary to the CEO

Hilton

<div>Assistant Front Office Manager
A Shift Leader / Assistant Front Office Manager supervises Reception operations and sets departmental goals and targets to ensure a continuously improving customer service experience to Guests. 
 
What will I be doing? 
As Shift Leader / Assistant Front Office Manager, you will supervise Reception operations and set departmental goals and targets to ensure a continuously improving customer service experience to Guests. The Shift Leader / Assistant Front Office Manager interacts with Guests and contributes to the first impressions of our Guests and, therefore, must perform the following tasks to the highest standards:
<ul><li>Supervise accurate and efficient Reception operations including check in/out procedures</li>
<li>Support Team Members in handling Guest requests and enquires to ensure a positive outcome</li>
<li>Ensure the Front Office Manager is fully aware of any relevant feedback from Guests and/or other departments</li>
<li>Ensure a consistent, high level of customer service</li>
<li>Brief your team on any events or VIP guests in the hotel that day</li>
<li>Drive sales revenues and promote hotel services and facilities for up-selling opportunities</li>
<li>Understand and apply correct procedures regarding the acceptance of foreign currencies, credit cards and cash in accordance with the hotel credit policy</li>
<li>Assist with the implementation and achievement of departmental targets and objectives, work schedules, budgets and policies and procedures</li>
<li>Monitor the appearance, standards and performance of the Front Office Team with an emphasis on training and teamwork</li>
<li>Ensure Team Members have current knowledge of all room categories, room rates, packages, promotions, local area and other general product knowledge necessary to perform their duties</li>
<li>Demonstrate positive leadership characteristics to inspire Team Members to meet and exceed standards</li>
<li>Act in accordance with the front of house equipment and the property management systems</li>
<li>Conduct training programs on an ongoing basis</li>
<li>Carry out shift handovers and brief team members as required</li>
<li>Follow company brand standards</li>
<li>Assist other departments, as necessary, and maintain good working relationships with hotel Team Members</li>
</ul>What are we looking for? 
Shift Leader / Assistant Front Office Managers serving Hilton brands are always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:<ul>
<li>Experience supervising people and leading teams</li>
<li>Previous experience in a customer-focused industry</li>
<li>Positive attitude and good communication skills</li>
<li>Committed to delivering a high level of customer service</li>
<li>Excellent grooming standards</li>
<li>Ability to work on your own or as part of a team</li>
<li>Competent level of IT proficiency</li></ul>
It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:<ul>
<li>Previous experience in a hotel environment</li></ul> 

What will it be like to work for Hilton? 
Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision &ldquo;to fill the earth with the light and warmth of hospitality&rdquo; unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all!</div>

Assistant Front Office Manager

Explore 45+ Administrative assistant in Jeddah this May. Find roles across top companies and apply now to boost your career.

45 administrative assistant jobs In Jeddah

Administrative Assistant

Administrative Assistant, Food and Beverage "Saudi Only"

Administartor - Saudi National

Administartor - Saudi National

Data Entry Clerk

Executive Secretary to the CEO

Assistant Front Office Manager