Summary
Abdul Latif Jameel is hiring an Office Manager for its Legal & Governance Department in Jeddah. The role oversees daily office operations, document and legal file management, meeting and travel arrangements, procurement follow-up, and coordination of departmental projects and action items. The successful candidate will have a bachelor’s degree or equivalent, 3–4 years of experience in an Executive Assistant position, and Arabic and English language skills.
The posting
As published on alj.com. Pulled from the employer's site and shown as they wrote it.
Abdul Latif Jameel comprises diversified businesses with deep roots in the Middle East, North Africa, and Turkey (MENAT region). Strong networks and long-established relationships make us a powerful partner, opening doors for those who want to do business in the region.
Our businesses represent some of the world’s leading brands, earning us their trust and building long-lasting and mutually beneficial relationships. Our commitment to anticipate and support our partners’ needs has driven our success.
From our modest beginnings 75 years ago as a small trading business and then a Toyota distributorship in Jeddah, Saudi Arabia, we have established an extensive operations infrastructure, built the largest vehicle distribution network in Saudi Arabia, and, along the way, we have accumulated comprehensive automotive expertise throughout the region.
Applying our vast experience in the automotive sector, we’ve used our expertise and operations infrastructure to diversify into new sectors that contribute to the ‘infrastructure of life’ in the MENAT region.
Purpose of the Job
The Legal & Governance Department Office Manager is responsible for overseeing daily administrative and office management activities, coordinating departmental projects, and supporting the requirements of the Chief Legal & Governance Officer. The role includes tracking departmental tasks, coordinating projects, recording meeting outcomes, and ensuring timely follow-up to support the smooth operation of the department, In addition, the role supports legal professionals by coordinating workflows, monitoring key legal and governance projects, ensuring timely execution of action items, maintaining compliance with internal policies and procedures, and improving administrative efficiency and proactive coordination across the department.
Key Accountabilities: Description
- Office Management & Department Operation.
- Legal Administrative Support & Process Coordination.
- Project Planning, Delivery & Change Control
- Project Monitoring, Risk Management & Continuous Improvement
Major Activities
- Manage daily office operations to ensure smooth departmental functioning.
- Track project progress and follow up on key administrative actions.
- Maintain filing and document management systems.
- Ensure proper archiving and confidentiality of legal documents.
- Coordinate office supplies, equipment, and service providers.
- Implement and maintain office procedures and administrative processes.
- Arrange and coordinate department meetings, conferences, and internal events.
- Handle hotel and travel bookings for department staff and visitors.
- Follow up on department purchases, purchase orders, invoices, and procurement activities.
- Manage general correspondence, mail distribution, and office communications.
- Coordinate calendars, meetings, and appointments for legal leadership.
- Manage correspondence, reports, presentations, and departmental communications.
- Maintain legal files, contracts, legal notices, regulatory filings, and other legal documentation.
- Coordinate internal approvals and monitor key deadlines.
- Liaise with internal departments and external stakeholders on administrative matters.
- Arrange meeting logistics, including venue bookings, catering, and equipment.
- Coordinate travel arrangements, including flights, hotel reservations, visa processing, and itineraries for legal team members and the CLGO.
- Monitor and follow up on department procurement requests, supplier payments, and budget tracking.
- Maintain and update administrative records, logs, and departmental schedules.
Minimum Qualifications
Graduate Bachelor’s Degree or equivalent
Minimum Experience
3-4 years in Executive Assistant position
Job-Specific Skills
- Office Administration & Document Management
- Administrative Coordination
- Project Coordination & Risk Follow-up
Languages
Arabic & English
Why Work for Us?
With a truly international footprint and more than three quarters of a century of commercial success behind us, we are today, not only a leading employer across the Middle East, North Africa and Turkey (MENAT) region, but also offer exciting opportunities worldwide, from Chile to Japan, from the UK to Australia.
Our values guide the way we work with our business partners, within our communities, and with each other.
Through Respect, Innovation, a Pioneering Spirit, and Empowerment, we are proud of our culture which sees ideas blossom, people thrive and successes flourish.