Office Administrator and Executive Assistant to The

2 weeks ago

Riyadh, Saudi Arabia APCO Worldwide Full time

Founded in 1984, APCO Worldwide is an award-winning, independently owned global communication and business strategy firm with offices in major cities throughout North America, Europe, the Middle East and Asia. APCO combines a global perspective with local expertise to help clients around the world manage challenges, opportunities, perceptions and reputations. APCO clients include corporations and governments; industry associations and nonprofit organizations; and many of the top companies on the Fortune 500. The firm is a majority women-owned business.

As per Saudi law regulation, this role shall be filled by a Saudi National

The Office Administrator and Executive Assistant to MD is accountable to perform routine clerical and administrative service for APCO’s office and the MD in Riyadh

General office duties:

- Perform general office duties such as typing, faxing, scanning and filing various documents
- Handle all incoming/outgoing correspondence:

- Phone Calls
- Messages
- Transfer of calls
- Sort and distribute correspondence
- Greet visitors, handle all their inquiries and escort them to the Employee they are visiting
- Maintain the list of office reference materials, such as newspapers, publications, and other online subscriptions and keeping track of such expenses.
- Managing the office's maintenance and coordination with building management
- Coordinates all deliveries, pick-ups, and employee bookings with the driver.
- Update and control the seating plan
- Arrange couriers

Executive Assistant to the Managing Director Duties:

- Act as the point of contact among leadership, employees, clients and other external partners
- Manage information flow in a timely and accurate manner
- Manage calendars and set up meetings
- Make travel and accommodation arrangements
- Take minutes during meetings
- Support leadership team on client presentations
- Providing excellent customer service for internal and external clients, and administrative support for major APCO clients.

Procurement and Logistics:

- Arrange all logistics for all types of events (Meetings, Trainings, Etc.)
- Monitor and source supplies in an efficient manner
- Liaise with suppliers to order office/pantry supplies, equipment, furniture and marketing material.
- Maintain office expenses and prepare monthly or quarterly reports
- Help employees with client events and conferences arrangements

Administrative duties:

- Manage PRO and all needed government paperwork (employees visas, medical insurance, registrations)
- Supporting IT-related matters such as mobile phone contracts and purchasing IT equipment

HR Coordination:

- Conducting admin induction for new hires
- Work with HR team in planning and executing employee engagement activities
- Prepare the welcome box to new joiners
- Add new hires to medical insurance
- Keeping the employee's emergency contact information up to date
- Remove the leavers from the medical insurance

Ad-Hoc assignments/ reports:

- As per the direct supervisor’s request

Competencies
- Communication and Interpersonal skills
- Proactive and initiative skills
- Organizational skills
- Business Appearance etiquette

**Requirements**:

- Bachelor’s degree in Business Administration, or Equivalent
- 1-3 years of relevant strong administrative experience
- Knowledge and ability of record keeping methods, filing systems
- Experience in various Microsoft programs ( i.e: Microsoft office)
- Must reside in Riyadh

Work Conditions

The physical abilities needed to perform the duties of this position, in addition to the office climate:

- In office duties
- Travel is not required
- Willing to work additional or irregular hours as needed and allowed by local regulations

About APCO in the Middle East and North Africa Home to some of the fastest growing economies in the world, the Middle East and North Africa region has a pivotal role to play in driving global conversations - from environmental policies to religion and pop culture. The UAE and Saudi Arabia are clear leaders in this equation, although the wave of innovation continues to transcend borders.

APCO launched its regional operations in 2006 in Dubai. Growing from a team of less than 10 consultants, APCO today has over 200 people from 26 countries working in teams across Dubai, Abu Dhabi, Riyadh, Manama and Kuwait and our projects take us to countries across the region and the Levant. APCO was awarded Best Agency in the Middle East by PRWeek in 2019 and Best Agency to Work for: EMEA Network by PRovoke Media in 2017 and 2019.

With a portfolio of over 100 clients, APCO's MENA offices deliver public relations and digital communication support across health, food, consumer & retail, finance, technology, real estate & hospitality, non-profit and public affairs practices. The region also offers specialized services, created for the Middle East, such as our Build-Operate-Transfer (BOT) model and our Compass and License to Operate offerings.

In addition, APCO's glob

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