Administrative assistant job description template
An administrative assistant job description sets out the office support the role gives a manager or team. This template, written for companies in Saudi Arabia, covers diaries and meetings, Arabic and English correspondence, filing, travel bookings, supplies and visitors, with neutral wording and placeholders for your details. Copy it or download it as Word.
Replace everything in [square brackets] with your details.
Job title: Administrative assistant
Department: [Department]
Reports to: [Manager’s title]
Location: [City], [on site / hybrid]
Employment type: [Full time]
Job purpose
To give [Manager or team] organised, reliable office support, so that meetings, correspondence and records run smoothly.
Key responsibilities
- Manage diaries, arrange meetings and book meeting rooms.
- Prepare agendas, take minutes and follow up the actions agreed.
- Draft letters, memos and emails in Arabic and English.
- Keep paper and electronic files organised and easy to find.
- Book business travel, hotels and visas, and prepare travel plans.
- Order office supplies and raise purchase requests under company policy.
- Receive visitors and handle calls for [Manager or team].
- Track incoming and outgoing documents and their deadlines.
- Prepare simple reports and presentations from data provided.
- Coordinate with HR, finance and government relations on employee documents when asked.
Qualifications and experience
- [Diploma / Bachelor’s degree] in business administration or a related field.
- [Number] years of administrative or office experience.
Skills
- Good command of [Microsoft Office / Google Workspace].
- Clear written and spoken Arabic and English.
- Organisation, discretion and attention to detail.
- Ability to handle several requests at once and keep to deadlines.
Working conditions
Working hours: [Days and hours, within the Labour Law limits]
Place of work: [Office address]
Probation period: [Number] days, up to 180 days, as set in the contract
Pay and benefits: [Salary range or “to be discussed”], [Housing and transport allowances], [Medical insurance], [Other benefits]
How to apply
[How to apply and the closing date]
How to adapt it
- Say who the person supports. Supporting one executive, a department or the whole office changes the workload and the level.
- Add the systems you use, such as your document management or purchasing system.
- Remove what does not apply. If there is a receptionist, drop the visitor duties; if travel is rare, drop the bookings.
What to avoid in a job ad
- Requirements based on gender, age, nationality or religion, or on appearance. Describe the work and the skills, and let anyone who meets them apply.
- Calling the role “assistant” while listing the duties of an office manager.
- Pay or benefits the offer will not match.
Some professions and activities are reserved for Saudis, or need a set share of Saudi employees, under Saudisation decisions. Check the decisions that apply to your activity and this profession on Qiwa before you advertise, and see Saudisation.
RafiqHR’s Recruiting module, in the All-in-one plan, posts the job to your careers site, job boards and Jadarat, and Rafiq AI drafts a first version of any description in the free job description generator.
Official sources
Frequently asked questions
What does an administrative assistant do?
An administrative assistant manages diaries and meetings, drafts and files correspondence, books travel, orders office supplies, receives visitors and keeps records in order for a manager or team, leaving them free to focus on their own work.
What is the difference between an administrative assistant and an executive assistant?
An administrative assistant usually supports a team or department. An executive assistant supports one senior executive, handles more confidential matters and often acts on their behalf. Use this template for either and adjust the reporting line and scope.
What qualifications should I ask for?
Usually a diploma or degree, office experience, good Microsoft Office or Google Workspace skills and clear Arabic and English. Ask for what the role really needs, so you do not turn away capable applicants.
This is general information to help you understand the topic. It is not legal advice. Rules and rates change: always check the official text on the relevant authority’s platform and consult a qualified adviser before acting.
