Founded in 1984, APCO Worldwide is an award-winning, independently owned
global communication and business strategy firm with offices in major cities
throughout North America, Europe, the Middle East and Asia. APCO combines a
global perspective with local expertise to help clients around the world
manage challenges, opportunities, perceptions and reputations. APCO clients
include corporations and governments; industry associations and nonprofit
organizations; and many of the top companies on the Fortune 500. The firm is a
majority women-owned business.
As per Saudi law regulation, this role shall be filled by a Saudi National
The Office Administrator and Executive Assistant to MD is accountable to
perform routine clerical and administrative service for APCO's office and the
MD in Riyadh
General office duties:
* Perform general office duties such as typing, faxing, scanning and filing various documents
* Handle all incoming/outgoing correspondence:
o Phone Calls
o Messages
o Transfer of calls
o Sort and distribute correspondence
* Greet visitors, handle all their inquiries and escort them to the Employee they are visiting
* Maintain the list of office reference materials, such as newspapers, publications, and other online subscriptions and keeping track of such expenses.
* Managing the office's maintenance and coordination with building management
* Coordinates all deliveries, pick-ups, and employee bookings with the driver.
* Update and control the seating plan
* Arrange couriers
Executive Assistant to the Managing Director Duties:
* Act as the point of contact among leadership, employees, clients and other external partners
* Manage information flow in a timely and accurate manner
* Manage calendars and set up meetings
* Make travel and accommodation arrangements
* Take minutes during meetings
* Support leadership team on client presentations
* Providing excellent customer service for internal and external clients, and administrative support for major APCO clients.
Procurement and Logistics:
* Arrange all logistics for all types of events (Meetings, Trainings, Etc.)
* Monitor and source supplies in an efficient manner
* Liaise with suppliers to order office/pantry supplies, equipment, furniture and marketing material.
* Maintain office expenses and prepare monthly or quarterly reports
* Help employees with client events and conferences arrangements
Administrative duties:
* Manage PRO and all needed government paperwork (employees visas, medical insurance, registrations)
* Supporting IT-related matters such as mobile phone contracts and purchasing IT equipment
HR Coordination:
* Conducting admin induction for new hires
* Work with HR team in planning and executing employee engagement activities
* Prepare the welcome box to new joiners
* Add new hires to medical insurance
* Keeping the employee's emergency contact information up to date
* Remove the leavers from the medical insurance
Ad-Hoc assignments/ reports:
* As per the direct supervisor's request
Competencies
* Communication and Interpersonal skills
* Proactive and initiative skills
* Organizational skills
* Business Appearance etiquette
Requirements
* Bachelor's degree in Business Administration, or Equivalent
* 1-3 years of relevant strong administrative experience
* Knowledge and ability of record keeping methods, filing systems
* Experience in various Microsoft programs ( i.e: Microsoft office)
* Must reside in Riyadh
Work Conditions
The physical abilities needed to perform the duties of this position, in
addition to the office climate:
* In office duties
* Travel is not required
* Willing to work additional or irregular hours as needed and allowed by local regulations
About APCO in the Middle East and North Africa Home to some of the fastest
growing economies in the world, the Middle East and North Africa region has a
pivotal role to play in driving global conversations - from environmental
policies to religion and pop culture. The UAE and Saudi Arabia are clear
leaders in this equation, although the wave of innovation continues to
transcend borders.
APCO launched its regional operations in 2006 in Dubai. Growing from a team of
less than 10 consultants, APCO today has over 200 people from 26 countries
working in teams across Dubai, Abu Dhabi, Riyadh, Manama and Kuwait and our
projects take us to countries across the region and the Levant. APCO was
awarded Best Agency in the Middle East by PRWeek in 2019 and Best Agency to
Work for: EMEA Network by PRovoke Media in 2017 and 2019.
With a portfolio of over 100 clients, APCO's MENA offices deliver public
relations and digital communication support across health, food, consumer &
retail, finance, technology, real estate & hospitality, non-profit and public
affairs practices. The region also offers specialized services, created for
the Middle East, such as our Build-Operate-Transfer (BOT) model and our
Compass and License to Operate offerings.
In addition, APCO's global AI Comms Lab, a first-of-its-kind innovation center
which utilizes artificial intelligence to build and protect the reputations of
major global brands, governments and organizations is driven from the Dubai
office.
From helping governments connect with the private sector and civil society, to
supporting the Pope's historic visit to the region and launching iconic brands
and destinations, we understand the nuances of the MENA region and pride
ourselves on making an impact.