Office Administrator / PA to the GM

Job closed

A Leading Independent Recruitment Company

Riyadh, Saudi Arabia

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JOB DESCRIPTION / ROLE

Employment: Full Time

My client looking for an Office Administrator/ PA to the General Manager for their Riyadh based Office.
Role and Responsibilities:
Saudi Arabia Office Administrator Duties:

Overall responsibility for the efficient management of the Saudi Arabia Office, including:

• Fielding telephone queries and dealing with clients via telephone/email
• Primary contact for London IT Support, Premises, Accounts and suppliers
• Data entry and maintenance for our CRM system, including recording of external meetings and use of query builder to extract lists and reports as required
• Work with local accounting company, providing primary basic bookkeeping to trial balance (Maintenance of the GL chart of accounts, Monthly monitoring and maintenance of Marketing budget account, bank account reporting and sending copies of monthly paid invoices, etc)
• Keeping a record and ensuring compliance with all statutory, legal and administrative deadlines, including:

- Changes in any details as they relate to the recognized entity in Saudi Arabia
- Preparation of all payments and invoicing
- Office lease terms
- Accounts department reporting/reconciliation
- Monthly cash requirements request and reconciliation

• Arranging meetings (internal and external). Booking conference rooms/refreshments
• Setting up Teleconferences, Video Conferences and Web Demos
• Assisting the events team with investor tours and organising internal and external events and collation of materials
• Other general administrative duties Administrative support as appropriate for other team members in the course of their outreach

Personal Assistant to the General Manager Duties:

Overall responsibility to support the General Manager of Saudi Arabia in his remit to expand and develop the business, including:

• Pro-actively manage calendar; anticipate conflicts in schedule, suggest changes to schedule based on deliverables (e.g., monthly reports, meetings, closing dates), forward plan in terms of upcoming deadlines / events
• Arrange complex meetings, considering time-zones, preparing agendas and materials, taking minutes
• Arrange international travel, hotel accommodation through the Company travel agent
• Manage and submit expenses
• Ensure the General Manager of Saudi Arabia is adequately prepared for meetings, including preparation/collation/circulation of meeting packs as required (preparing relevant company and market research for client meetings), allocating time aside for him to prepare / review papers ahead of time
• Support various administrative projects, manage events and coordinate with local event providers/organizers set out in marketing budget
• Organize corporate entertainment when required
• Collate various weekly and monthly management reports using Salesforce.com
• Prepare PowerPoint presentations and manipulate data in excel

REQUIREMENTS

Candidate Requirements:

• We require someone who can work calmly and maturely in a busy environment and in a positive and collaborative manner.
• Capable and intelligent, you must be able to consistently demonstrate initiative, knowing where you can add value and make a difference.
• You will be able to suggest improvements where you identify them and to anticipate requirements and potential issues in advance.
• You must have excellent secretarial / administrative skills and genuinely be a career committed, outstanding Administrator/Personal Assistant with a solid CV.

Qualifications and Experience Required:

• An ability to juggle a number of different tasks at any one time, as well as being able to prioritise own workload.
• Significant experience in a Personal Assistant role and/or a Team Administrator role
• Strong organizational skills and time management
• Strong interpersonal and communication skills, especially as the role requires extensive liaison with all levels of people from many different cultures
• Good level of general education (A-level education or equivalent is preferred) and must have experience of working as an administrator to senior stakeholders
• Strong communication and presentation skills, verbal & written (English is essential. Arabic language would be an advantage)
• High level of competency using all Microsoft Office applications and Salesforce
• Proactive & enthusiastic
• Outstanding attention to detail required
• You must be willing to work as part of a team and provide support to other team members and departments
• Experience of working in a Financial Services environment is preferred, but not essential

ABOUT THE COMPANY

A leading independent recruitment company.

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