Administrative Associate
Job Description
<p><strong>Full Job Description</strong></p><p>The role holder is responsible to perform advanced administrative duties for businesses and public and private organizations. Their duties include overseeing budgets, issuing payments, and organizing events on the office calendar. They also assist with high-level correspondence on behalf of managers.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Oversees Human resources corresponding tasks including staff contracts and license renewal, recruitment of new employees. </li><li>Responsible for all government electronic transactions and relations including (renewal of company contracts, licenses, certificates) and all government platforms.</li><li>Full administration of real state for Jeddah buildings including contracts confirmation and renewal, payment notification, follow-up with lessees. </li><li>Answer phone calls and direct calls to appropriate parties or take messages;</li><li>Attend meetings to record minutes;</li><li>Reporting to management and executing instructions.</li><li>Liaising with management and staff regarding administrative matters.</li><li>Approving expenditure and issuing payments to vendors and suppliers.</li><li>Verifying timesheets and processing payroll.</li><li>Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing essential bookkeeping work;</li><li>Prepare invoices, reports, memos, letters, financial statements, keeping track of account balances and managing petty cash and other documents, using word processing, spreadsheet, database, or presentation software;</li><li>Overseeing the maintenance, repair, and replacement of office equipment and furniture.</li><li>Scheduling and managing meetings, conferences, workshops, and special events.</li><li>Making travel arrangements, coordinating conference calls, and handling RSVPs for events.</li><li>Maintaining confidentiality with sensitive information and correspondence.</li><li>Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.</li><li>File and retrieve corporate documents, records, and reports;</li><li>Greet visitors and determine whether they should be given access to specific individuals;</li><li>Open, sort, and distribute incoming correspondence, including faxes and email;</li><li>Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.</li></ul><p><br></p><p><strong>Personal attributes</strong></p><ul><li>Self-motivated.</li><li>Dynamic, energetic and positive attitude.</li><li>Confident.</li><li>Presentable and personable.</li><li>Excellent communication skills.</li><li>Innovative drive.</li><li>Works well under pressure.</li><li>Attention to detail.</li></ul><p><br></p><p><strong>Professional attributes</strong></p><ul><li>In-depth knowledge of pharmaceutical products, medical terminology and healthcare practices.</li><li>Ability to work independently, prioritize tasks and meet sales targets within the assigned territory.</li><li>Excellent verbal and written communication skills.</li><li>Excellent sales and customer service skills.</li><li>Strong analytical and problem-solving skills.</li><li>Proficient with Microsoft Office Suite and other sales tools.</li></ul><p><br></p><p><strong>Attributes that might give you an edge</strong></p><ul><li>Bi-lingual capabilities (English and Arabic).</li><li>Valid driver’s license and willingness to travel within the assigned territory.</li></ul><p><br></p><p><strong>Minimum qualifications</strong></p><ul><li>Bachelor’s Degree in Pharmaceutical Sciences, Life Sciences or a related field (or equivalent experience) with high GPA.</li><li>Fresh graduates with high GPA (preferably).</li><li>0-1 year of related experience.</li><li>Saudi Nationals</li></ul>
