Administrative Assistant Job Vacancy in Saudi Arabia
Purpose of the Role: To provide proficient administrative assistant support to senior leaders in our business. This is a varied and challenging role which requires a high degree of pro-activity, flexibility, initiative and confidentiality.
Job Description
To provide efficient and effective logistical, financial and administrative support and ensure that the corporate office maintains standard Guinness systems and best practices for logistics, finance and administration functions in compliance with corporate policies and procedures. Administrative Assistant roles at Guinness are critical to the smooth running of our business; it is a varied role, with ample opportunities to grow and maximize the impact of the leaders and teams you support. The world of work is changing, and the ways in which you can contribute to the success of the business is also. Getting to grips and understanding the business areas you support will be key, in order to support your leaders, their meetings, projects and the general business environment. Whilst this role is intended to support the Guinness Global Brand Director roles, our teams and leaders constantly evolve and as such, you may be reassigned to support a different leader (or group of leaders) to those originally advertised.
Key Responsibilities
Provides assistance with all administrative and clerical tasks for assigned leaders and staff.
Effective diary management - emphasis on anticipating needs and understanding priorities.
Management/co-ordination of functional specific projects and administration.
Co-ordination of data and preparation of relevant business reports and presentations.
Ensure all Purchase Orders, invoices and expenses are completed in a timely, accurate and compliant manner.
Travel, visa and accommodation management and co-ordination.
Timely management of expenditure via Concur, ensuring a thorough filing and reference system is in place.
Management and organization of internal and external events e.g. conferences, meetings, events.
Meeting space management and bookings.
Produce and distribute correspondence memos, letters, faxes, and forms.
Organize and schedule appointments and meetings.
Answer and direct incoming calls.
Utilize various reporting systems to create cross category and client reporting.
Support other administrative tasks and projects for the team when required; Core administrative skills.
In addition there may be asks from the broader leadership community where there are critical, ad-hoc or set piece meetings that need to be arranged