We are looking to recruit an assistant to provide a high level of efficient, client-focused and professional administrative support to the operations of our Riyadh office. The exact scope of this role is to be confirmed, depending on the qualifications and experience level of the successful candidate.
This role is expected to cover duties related to office operations, office reception, general administration and some personal assistant tasks as required. The successful candidate should have relevant experience and ideally is bilingual (competent in both English and Arabic).
Key responsibilities and deliverables
Office Reception
Answers phone calls through the reception, directs as appropriate and takes accurate messages.
Maintains good knowledge of clients and carries out basic client liaison duties.
Greets and farewells clients in a friendly and professional manner and escorts them to the boardrooms. Sets up and services refreshment requirements and ensures the room is checked on a regular basis during meetings and assist with cleaning when required.
Manages incoming and outgoing couriers and deliveries and arranges distribution in a timely manner. Tracks outgoing packages to ensure receipt. Allocates fees to the appropriate cost code or client as per office procedures.
Office Operations
Ensures kitchen, offices, reprographics room and general office area is kept tidy, well maintained and stocked appropriately.
Ensure kitchen appliances are working and services as required.
Handle catering requests for meetings.
Coordinates and performs office moves of furniture, personal items, documents and computer equipment as required.
Maintain balanced petty cash for the Riyadh office, prepares payment requests for general office services
Performs and coordinates general handyman and maintenance tasks which do not require an external professional.
Controls stationary inventory and deals with vendors to place orders when necessary.
Delivering, collecting and distributing documents and post.
Provide cover for office driver if necessary.
Assists with internal and external driver bookings.
Assists with issuing and logging office access cards as well as prepares applications for lift and parking cards as necessary
In the near term, provide support to Office Manager with the KSA office move
Is part of the fire warden and first aid team
Personal Assistant
Provides fee earners with appropriate support in managing client and/ or personal matters, such that fee earners are able to focus their time on providing efficient services to clients.
Where required, pro-actively manages fee earners’ diaries, makes appointments, arranges meeting rooms and organises travel arrangements and expense claims to ensure all work activities are scheduled effectively. Able to make reasoned decisions when conflicts occur, or know when to refer to fee earner for the decision.
Support projects and initiatives including but not limited to IT projects, HR initiatives and client events etc. as required.
General Administration
Maintain mobile phones for colleagues and new joiners.
Negotiate corporate rates with local hotels and apartments and arrange bookings.
Coordinate with external IT contractors and other contractors to ensure service standards are met.
Provide support and guidance to new joiners to help settle down in Riyadh.
Coordinate local logistics and transportation for visitors
Provides administrative support to Office Manager and business services teams in MENA as required.
Key requirements (Communication/skills/experience)
Essential
Native Arabic language, capable with Arabic typing and writing.
English at business fluent level.
Excellent communication skills (written and oral).
Minimum 1-3 years office experience (preferably in a professional services environment).
Friendly and helpful customer service approach.
Good organisational skills and attention to detail.
Ability to prioritise and act on own initiative.
Able to work fast to tight deadlines.
Able to work autonomously.
Ability to adopt a flexible and proactive approach and retain a professional attitude under pressure.
Able to produce high quality Word and basic excel documents.
Willingness to broaden experience and develop skills further.
Willingness to work overtime and/or outside of normal working hours including weekends as required.
Desirable
Valid KSA driver’s license
Experience of working in a legal environment