Senior Administration Officer

Senior Administration Officer

Job Summary

We are seeking an experienced and highly organized Senior Administration Officer to provide comprehensive administrative and secretarial support to the Management Team. The successful candidate will help ensure the smooth and efficient coordination of daily management activities while handling confidential information with professionalism, discretion, and sound judgment.

This role requires strong organizational, communication, multitasking, and digital skills, along with the ability to proactively manage schedules, meetings, correspondence, reports, travel arrangements, and other administrative requirements.

Key Responsibilities

• Provide day-to-day administrative and secretarial support to the Management Team and ensure the efficient coordination of office activities.
• Manage calendars, schedule appointments and meetings, and coordinate management priorities and commitments.
• Organize meetings by preparing agendas, arranging meeting venues, coordinating required materials, and arranging refreshments when necessary.
• Attend meetings when required and prepare accurate Minutes of Meeting (MOM), action points, and follow-up records.
• Draft, review, format, and distribute official correspondence, including letters, emails, memos, and other business documents.
• Maintain well-organized physical and electronic filing systems and ensure records are accurate, accessible, and properly maintained.
• Handle confidential documents and sensitive information with a high level of discretion and professionalism.
• Prepare reports, presentations, summaries, and other management documents as required.
• Coordinate with internal departments, vendors, service providers, and external stakeholders to support administrative and facilities-related activities.
• Monitor assigned tasks, requests, and action items, following up with relevant team members to ensure timely completion.
• Identify delays or outstanding matters and escalate them to the appropriate management level when necessary.
• Arrange business travel, including flight bookings, hotel reservations, transportation, and related travel requirements.
• Support visa processing and coordinate relevant documentation and administrative requirements.
• Assist in improving administrative processes and maintaining efficient office operations.

Candidate Requirements

• Bachelor’s degree in Business Administration, Management, or a related field.
• A High School Certificate or Diploma may be considered in combination with relevant administrative experience, depending on company requirements.
• Minimum 5 years of experience in administration, executive support, or secretarial roles, preferably within engineering, construction, or similar corporate environments.
• Excellent organizational and multitasking abilities with strong attention to detail.
• Strong interpersonal and relationship-building skills.
• Excellent written and verbal communication skills.
• Strong proficiency in English, both written and spoken. Knowledge of Arabic will be an added advantage.
• Demonstrated ability to manage confidential information with discretion and professionalism.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Good digital skills and the ability to quickly learn and work with different business applications and systems.
• Ability to prioritize multiple tasks, work independently, and meet deadlines in a fast-paced environment.