Administrative Assistant

Basic Function

The primary objective of this position of an office administrator in Riyadh office is to ensure the smooth and efficient operation of the office environment. This involves overseeing and managing various administrative tasks and functions to support the overall functioning of the office, managing official documents and maintaining records.

Roles & Responsibilities

• Take responsibility for Riyadh office administration, including tasks such as reception management, visitor management, hotel and air ticket bookings, as well as travel management for employees, visitors, and customers.
• Assist in preparing invitation letters for visa purposes and coordinate the legalization of official documents under the guidance of relevant stakeholders.
• Collaborate closely with office employees and your Manager to plan and execute staff activities, annual dinners, and other office administration-related events.
• Ensure proper record keeping, maintaining compliance with all legal and regulatory requirements associated with administrative and commercial activities.
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• Support the office Lead in organizing communication meetings and handling external correspondence, among other related tasks.
• Serving as a central point of contact for internal and external communications, disseminating information, and coordinating with different departments or external stakeholders.
• Maintain a high level of professionalism in all interactions to safeguard the Company's interests, particularly when handling confidential information or communicating with key individuals.
• Coordinate with the finance team to handle banking-related activities.
• Manage the office's petty cash, overseeing small procurements, monthly statutory payments, and maintaining accurate and up-to-date records.
• Overseeing office facilities, ensuring a clean, safe, and comfortable work environment for employees. This includes managing office supplies, equipment, and coordinating maintenance and repairs.
• Assisting with basic financial tasks such as processing invoices, expense tracking, and maintaining financial records. This may also involve assisting in budget preparation and tracking office utility bills, ensuring timely payments are made.
• Assisting with the onboarding process for new employees, including office setup, access to systems, and provision of necessary equipment. Time and attendance management of office employees.  
• Coordinating office maintenance and repairs, liaising with external vendors and service providers as required.
• Supporting the implementation of office policies and procedures, ensuring compliance and adherence by all staff members.
   

Min. Qualifications

Education:

• Graduate
• Diploma in Administration is desirable

Work Experience: 
1-2 years working experience.

Critical Competencies

• Deliver Results:    Executing plans and work to ensure that the strategic priorities yield measurable results and safe outcomes for the organization, employee and customers.
• Build Partnership: Developing and Leveraging relationships with colleagues, customers, suppliers and stakeholders to achieve results.
• Drive Innovation: Generating novel solutions and impactful improvements that creates sustainability and measurable value for existing and potential customers.
• Grow Capabilities: Creating a work environment where all employees can develop and realize their full potential, allowing the organization to meet current and future business challenges.
• Promote Inclusion: Taking action to ensure that the capabilities and insights of all individuals are valued and included in ways that lead to organizational success, equitable outcomes and a sense of belonging.

Functional Competencies

Presentation and Communication Skills - Simply presents information, clearly communicating the key messages and engages the audience. Communicates openly and clearly. Simplifies complex issues where possible and share information freely
Product and Technical Knowledge - : Looks for opportunities to continuously learn about LYB products and services to be able to clearly articulate these in a strong value proposition for the customer. 

Preferred Qualifications

Competencies