NBS Holdings تعلن عن وظيفة مساعد إداري في الخبر

Job Overview

We are seeking an organized, reliable, and proactive Administrative Assistant to work directly with the CEO and support executive administration, document control, correspondence, office coordination, and task follow-up.

The role requires strong organizational and communication skills, attention to detail, and the ability to manage documents, emails, meetings, deadlines, and multiple priorities efficiently. The selected candidate will communicate with internal teams, clients, partners, government entities, suppliers, and individuals while maintaining a high level of professionalism and confidentiality.

The position is based at the company’s headquarters in Al Khobar and requires flexibility to travel, work from different locations, and coordinate with clients and partners across different international time zones.

Key Responsibilities

• Provide direct administrative support to the CEO.
• Manage appointments, meetings, reminders, calls, and daily priorities.
• Organize and monitor assigned tasks, deadlines, pending actions, and required follow-ups.
• Maintain clear task trackers and provide regular progress updates.
• Manage executive emails, correspondence, invitations, and official communications.
• Draft, review, format, and organize professional emails, letters, reports, presentations, and business documents.
• Communicate professionally with government entities, private-sector organizations, clients, partners, suppliers, and individuals.
• Coordinate meetings and prepare agendas, supporting documents, presentations, and meeting minutes.
• Follow up on meeting decisions and assigned actions until completion.
• Receive, classify, distribute, and archive incoming and outgoing documents.
• Maintain an organized document-control system for contracts, proposals, reports, approvals, correspondence, and company records.
• Apply proper file naming, version control, document status, confidentiality, and access procedures.
• Ensure documents are complete, updated, approved, properly filed, and easy to retrieve.
• Maintain organized electronic and physical filing systems.
• Coordinate signatures, approvals, document submissions, and official responses.
• Prepare and update company forms, profiles, presentations, contact lists, and administrative records.
• Coordinate business travel, transportation, meetings, site visits, and external appointments when required.
• Follow up with internal departments and project teams regarding reports, deliverables, approvals, and assigned responsibilities.
• Support the administrative requirements of the company’s head office.
• Coordinate visitors, office supplies, service providers, and general office requirements.
• Identify urgent matters, delays, and unresolved issues and report them promptly.
• Coordinate communications with clients and partners operating across different international time zones.
• Handle confidential executive, financial, commercial, and company information with complete discretion.
• Perform other administrative and coordination duties according to the CEO’s priorities and business requirements.

Qualifications and Requirements

• Minimum of 1 year of relevant experience in administration, executive support, document control, office coordination, or a related role.
• Proficiency in Arabic and English, both written and spoken.
• Strong command of Microsoft Office applications, including:
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• OneDrive and SharePoint
• Strong professional email-writing and business communication skills.
• Good knowledge of document control, filing, archiving, and version management.
• Ability to prepare professional correspondence, meeting minutes, reports, presentations, and task trackers.
• Strong organizational, time-management, coordination, and follow-up skills.
• High attention to detail and accuracy.
• Ability to manage multiple responsibilities, changing priorities, and strict deadlines.
• Ability to work independently and follow tasks through to completion.
• Professional communication skills when dealing with clients, senior representatives, government entities, and external stakeholders.
• High level of confidentiality, reliability, and professional judgment.
• Flexibility to coordinate outside standard working hours when required due to international clients and different time zones.
• Willingness and ability to travel or work from different locations based on business needs.
• Must have a valid driving licence and access to a personal vehicle.
• The position is based at the company’s headquarters in Al Khobar, Saudi Arabia.
• A bachelor’s degree in Business Administration, Management, Office Administration, or a related field is preferred.