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Administrative Assistant

4 weeks ago

Riyadh, Saudi Arabia Parsons Full time

The Administrative Assistant plays a crucial role in providing support to the administrative functions of an organization or department. They assist with various tasks to ensure smooth operations and efficient workflow. The responsibilities may vary depending on the specific needs and requirements of the organization, but typically include the following:
General Administrative Support:

- Answering phone calls, taking messages, and handling correspondence.
- Managing calendars, scheduling appointments, and arranging meetings.
- Greeting and assisting visitors, clients, or employees.
- Maintaining and organizing files, documents, and records.
- Ordering and maintaining office supplies and equipment.

Data Entry and Documentation:

- Accurately entering and updating data in various databases or systems.
- Compiling, organizing, and preparing reports, memos, and presentations.
- Proofreading and editing documents for grammar, spelling, and formatting.
- Creating and maintaining spreadsheets, charts, and other documents.

Travel and Event Coordination:

- Making travel arrangements, including booking flights, accommodations, and transportation.
- Coordinating logistics for meetings, conferences, and events.
- Assisting with event planning, including venue selection, catering, and guest coordination.
- Managing travel and event budgets, expense reports, and reimbursements.

Communication and Correspondence:

- Maintaining contact lists and updating employee directories.
- Coordinating internal and external communications.
- Assisting with the preparation and distribution of newsletters or other communication materials.

Meeting and Project Support:

- Scheduling and organizing meetings, including room setup and audiovisual arrangements.
- Preparing meeting agendas, materials, and presentations.
- Taking meeting minutes and distributing them to relevant stakeholders.
- Assisting with project coordination, tracking deadlines, and following up on action items.

Office Management:

- Assisting with facilities management, including coordinating repairs and maintenance.
- Maintaining office policies and procedures, ensuring compliance with regulations.
- Managing office equipment, troubleshooting issues, and arranging repairs or replacements.
- Assisting with onboarding new employees and providing administrative support to the HR department when needed.

**What Required Skills You'll Bring**:

- Bachelor's degree (or equivalent) and typically 5+ years of relevant work experience.
- Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel.
- Ability to analyze and revise operating practices to improve efficiency.
- Detail oriented and comfortable working in a fast-paced office environment

**What Desired Skills You'll Bring**:

- Exceptional oral and written communication skills
- Superior organization skills and dedication to completing projects in a timely manner

**Minimum Clearance Required to Start**:
Not Applicable/None

Parsons is an equal opportunity employer committed to diversity in the workplace. Minority/Female/Disabled/Protected Veteran.