Administrative Assistant - Dar Al Riyadh

Administrative Assistant for a PMC (Project Management Consultancy) project is responsible for providing comprehensive administrative and clerical support to ensure the smooth functioning of the project office. The role involves handling a wide range of tasks including scheduling meetings maintaining documentation coordinating communication between project teams and assisting with daily office operations. The Administrative Assistant plays a key role in supporting project management activities ensuring timely and efficient administrative workflows.

Responsibilities:

• Provide general administrative support to the project management team including drafting correspondence managing schedules and organizing documents.
• Handle incoming calls emails and other communications ensuring that all inquiries are addressed or redirected appropriately.
• Assist in the preparation of reports presentations and other documentation as required by project managers or team leads.
• Schedule and organize meetings including arranging venues preparing meeting agendas and taking meeting minutes.
• Ensure that all materials required for meetings (e.g. documents reports presentations) are prepared and distributed in advance.
• Coordinate events workshops and site visits as required handling logistics invitations and followups.
• Maintain and organize project documentation ensuring that all files are accurately updated and stored for easy access.
• Assist in the preparation review and distribution of project documents such as contracts reports and correspondence.
• Ensure proper filing and archiving of projectrelated materials both in digital and hard copy formats.
• Act as a liaison between various departments contractors consultants and stakeholders ensuring smooth communication across the project.
• Facilitate the flow of information between the project team and external parties such as clients vendors and regulatory authorities.
• Help manage communication channels including emails memos and announcements to ensure timely updates are shared with all relevant parties.
• Manage daily office operations including ordering office supplies handling mail and ensuring the office environment is organized and efficient.
• Assist in maintaining office equipment and coordinating with IT support to resolve technical issues when needed.
• Ensure the office environment supports effective work processes including cleanliness organization and a professional atmosphere.
• Assist in coordinating travel arrangements for project staff including booking flights accommodation and transportation.
• Ensure that all travelrelated documentation including itineraries and expense reports is managed properly.
• Assist the finance team by maintaining records of office expenses managing petty cash and tracking budget allocations for office supplies or events.
• Help process and track invoices receipts and financial documents as required by the project management team.
• Assist in maintaining timesheets attendance records and leave applications for project staff.
• Provide administrative support related to personnel management such as handling employee onboarding and offboarding documentation.
• Support other administrative duties as assigned by the project manager or office manager ensuring all tasks are completed in a timely and professional manner.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.

Minimum Requirements:

• High school diploma or equivalent required; a diploma or degree in business administration or a related field is preferred.
• Minimum of 25 years of administrative experience preferably within a project management or construction environment.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other office software.
• Excellent organizational and multitasking skills with strong attention to detail.
• Strong written and verbal communication skills.
• Ability to manage time effectively prioritize tasks and meet deadlines.
• Professional demeanor with strong interpersonal skills for interacting with team members and external stakeholders.
• Knowledge of document management systems is a plus.
• Ability to work independently and as part of a team in a fastpaced project environment