Administrative Assistant

Job Description

The Administrative assistant supports the Art Jameel team with various administrative tasks including flight and hotel bookings for staff and collaborators, facilitating and filing finance and billing related documents, and assisting with public facing duties such as taking on welcome desk duties


  • Manage and maintain legal templates issued by Art Jameel’s legal team 
  • Maintain a filing system for the operations departments accounts, legal agreements and POs
  • Support team members in preparing procurement related documents such as Purchasing orders, and comparison sheets
  • Liaising with AJ suppliers in producing invoices and other document required by the finance department
  • Book team and guest travel and accommodation, including completion of all required forms 
  • Arrange  and book transport for artists and VIP visitors
  • Support the Senior Operations Manager and the HR Coordinator with issuing government related documents and letters where needed
  • Support the recruitment/hiring process by scheduling interviews with candidates 
  • Liaise with finance team on invoicing and supporting documentation
  • Order office stationery and pantry items
  • Prepare letters and documents as requested
  • Answer telephone, take messages and/or route calls

Welcome desk duties

  • Support the Visitor Experience coordinator in Maintaining the welcome desk and taking on Welcome desk duties
  • Support in managing volunteer and internship programme 

Data capture and CRM

  • Contribute to Art Jameel’s CRM database development and maintenance
  • Support in data cleaning efforts 
  • Support the Strategy and Outreach Manager in implementing CRM strategies and improvement efforts
  • Organise monthly collection of contacts from AJ Staff on approved templates and in compliance with tagging system

Qualifications and past experience

  • At least 2 years of previous experience in an administrative role
  • BSc/BA in Business Administration or relevant field
  • Knowledge of Saudi e-goverment systems 
  • Strong ability in using MS Office (MS Excel and MS Powerpoint, in particular)
  • Strong communication and interpersonal skills
  • Ability to handle data with confidentiality
  • Good organisational and time management skills

Conditions of Work

  • This is a full-time position based in Jeddah, KSA, with occasional travel to Dubai, United Arab Emirates, and elsewhere
  • Occasional weekend and evening work according to events and programmes is as required

 Benefits include

  • Full health & dental insurance
  • 25 days annual leave