Hybrid Executive Assistant / Personal Assistant

at SRT Marine Systems plc

• Job title: Executive Assistant / Personal Assistant
• Job type: Contract
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Kuwait

About the role

• Executive Assistant providing administrative support to systems delivery team in Kuwait. Fluent in English and Arabic, managing documents and communication with stakeholders.

Responsibilities

• Focused on attention to detail, ensuring all Administration related objectives are compliant and completed
• Ensure the office environment remains organised, ensuring proper inventory of office supplies and equipment, as well as coordinating procurement activities as necessary
• Manage the receipt, distribution, and filing of incoming and outgoing documents (RFIs, submittals, drawings, etc.) related to each project
• Maintain accurate records of office expenses, project-related invoices, and general administrative costs, assisting in budget preparation and financial reporting
• Provide administrative support for project meetings, including preparing agendas, taking minutes, and tracking action items
• Coordinate with the project team to collect, review, and distribute documentation, ensuring compliance with company standards and project requirements
• Monitor and track document-related deadlines, ensuring documents are reviewed and approved within project timelines
• Prepare and maintain project-specific document registers and transmittals
• Develop and implement document management procedures to ensure all project documentation, including drawings, contracts, change orders, reports, and correspondence, are correctly classified, archived, and readily accessible
• Assist in tracking project milestones, ensuring timely submission of required documentation to stakeholders and regulatory bodies
• Assist with preparing, organising, and maintaining all necessary documentation for project audits and client inspections
• Liaise with Government Authorities, coordinate and track the issuance of project-related approvals, permits, and certifications

Requirements

• Fluent English and Arabic, written and oral
• Excellent communication and interpersonal skills
• Confident, pro-active and self-motivated with a positive attitude and desire to deliver high quality results
• Highly organised, with a meticulous attention to detail and proven administration experience
• Work well and accurately under pressure to meet deadlines
• Ability to multitask and know how to prioritise daily activities, while following the established procedures
• Comfortable with using IT communication and file sharing systems such as Word, Excel, Powerpoint, Teams, SharePoint, ShareFile etc

Benefits

• Excellent pay
• Benefits package that includes private medical care