وصف الوظيفة
Role Overview
Admin Assistant at Decima International, KSA office. Saudi National only.
Company Overview
Decima International is a professional services company providing project management and controls services to clients in the United States and the Middle East. The company's mission is to become the premier professional services provider across all industry sectors it engages in, built on three core principles: approaching each client engagement as a partnership, creating an environment that attracts and allows talented professionals to flourish, and regulating growth to maintain excellence in service standards.
Role Purpose
Support the day-to-day administrative and operational activities of the KSA office by coordinating schedules, managing documentation and correspondence, supporting meetings and travel arrangements, maintaining office records, and assisting different departments with general administrative requirements to ensure smooth office operations.
Key Responsibilities
Scheduling & Coordination
- Manage calendars, appointments, meetings, and scheduling as required.
- Coordinate meeting rooms, prepare meeting materials, and support internal and external meetings.
Communication & Correspondence
- Handle incoming calls, emails, correspondence, and general office inquiries professionally.
Documentation & Records
- Prepare, format, organize, and maintain documents, reports, presentations, spreadsheets, and administrative records.
- Maintain accurate electronic and physical filing systems.
- Assist with invoices, purchase requests, expense documentation, and other basic administrative records.
Travel & Logistics
- Coordinate business travel arrangements, including flights, accommodation, transportation, and related documentation when required.
- Coordinate courier services, deliveries, and incoming and outgoing documents.
Procurement & Vendor Management
- Support office supply purchasing, inventory tracking, and coordination with vendors and service providers.
Administrative Support
- Provide day-to-day administrative support to management and internal teams.
- Assist HR, Operations, Finance, and other departments with administrative tasks as needed.
- Support onboarding activities for new employees, including workstation preparation, documentation, and coordination with relevant departments.
- Maintain office standards and help ensure the workplace remains organized and professional.
- Support company events, meetings, employee activities, and other office initiatives when required.
Follow-Up & Accountability
- Follow up on assigned administrative actions and ensure deadlines are met.
Confidentiality
- Handle confidential company and employee information with discretion.
Qualifications & Experience
- Bachelor's degree in Business Administration, Management, Commerce, or a related field.
- 2–4 years of experience in an Administrative Assistant, Office Administrator, Executive Assistant, or similar role.
- Previous experience within a professional services, engineering, construction, consulting, or multinational environment is preferred.
Skills & Competencies
- Strong proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
- Strong written and verbal communication skills in English and Arabic.
- Organization and planning.
- Attention to detail.
- Communication and interpersonal skills.
- Follow-up and accountability.
- Time management.
- Problem-solving.
- Multitasking and prioritization.
- Professionalism and discretion.
- Adaptability.
- Teamwork and service orientation.
Additional Information
The ideal candidate is highly organized, responsive, and proactive rather than someone who waits to be instructed on every task. They should be comfortable supporting multiple stakeholders, following up persistently, managing changing priorities, and keeping administrative activities organized in a fast-paced professional environment.
Decima International is an Equal Opportunity Employer committed to the safety and well-being of all. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status, or any other status or characteristic protected by applicable law.