Executive Assistant

Role Overview

Executive Assistant at Hitachi Energy Ltd, based in Dammam, Eastern Region, Saudi Arabia. Full-time position.

Role Purpose

Support one or more executives in their day-to-day office activities, including information management, document preparation, meeting coordination, travel arrangements, and confidential business administration.

Key Responsibilities

Meeting & Calendar Management

• Organize and service meetings by producing agendas and taking minutes.
• Schedule and coordinate meetings, diaries, and travel arrangements.
• Book meeting rooms and set up conference calls.
• Make and confirm travel arrangements.

Document & Information Management

• Obtain and organize information for use in conferences, speeches, and reports as requested by the executive.
• Edit, proof, format, and produce documents and designs.
• Perform administrative tasks including filing, photocopying, writing emails, memos, and letters.
• Implement and develop office procedures and record systems.
• Manage database entry and client files.
• Maintain confidential department files and records.
• Prepare and mail outgoing correspondence.
• Organize and distribute messages.

Executive Support & Communication

• Receive and relay telephone messages from internal and external sources.
• Manage the time and interaction executives have with internal and external sources.
• Answer telephones and respond to inquiries via telephone or email.
• Act as a receptionist, greet clients and visitors, and direct them to appropriate departments or individuals.
• Take messages and minutes during meetings.

Administrative Operations

• Prioritize workloads and implement new procedures and administrative systems.
• Order and maintain supplies.
• Document financial information.
• Perform routine bookkeeping tasks.
• Assist with presentations and reports.

Compliance & Governance

• Liaise with relevant organizations and clients and log or process bills or expenses.
• Ensure compliance with applicable external and internal regulations, procedures, and guidelines.
• Handle confidential business and personnel information.
• Uphold Hitachi Energy core values of safety and integrity by taking responsibility for your own actions while caring for colleagues and the business.

Qualifications & Experience

• Bachelor's degree in Business Administration or related degree.
• 5 or more years of experience in international companies.

Skills & Competencies

• Good communication and customer service skills.
• Relationship-building and teamworking skills.
• Organization and time management skills.
• Attention to detail.
• Negotiation skills.
• Assertiveness, flexibility, tact, discretion, and diplomacy.
• Proactive approach with ability to use initiative, identify needs, and take action.
• Proficiency with standard software packages such as Microsoft Office.
• Ability to learn bespoke software packages as required.
• Proficiency in both spoken and written English language.

Additional Information

• Full-time, on-site role (no remote work).
• Background screening and security checks will be conducted as part of the hiring process, including verification of employment history, education, and criminal records in accordance with applicable laws. Additional or more comprehensive background or security screenings may be required for roles involving access to sensitive information, financial responsibilities, client data, regulated environments, or security-sensitive functions. These may include enhanced criminal history checks, credit history reviews where legally permissible, sanctions screening, or other due diligence measures. Candidates will be notified and asked to provide consent where required prior to initiation of any such checks.
• Hitachi Energy uses digital and automated tools, including AI-supported solutions, to assist with application screening, job matching, and interview scheduling. These tools support recruiters and do not replace human decision-making. Candidate data is processed in accordance with applicable data protection and employment laws as well as Hitachi's Global Data Privacy Notice.
• Qualified individuals with a disability may request reasonable accommodation if unable or limited in ability to use or access the Hitachi Energy career site. Requests may be made by completing a general inquiry form on the website with contact information and specific details about required accommodation.