2 Executive Assistant jobs in Manama

Job Overview

We are looking for a proactive, highly organized, and detail-oriented Executive Assistant to support the company's day-to-day operations. This role combines logistics coordination, executive support, office administration, procurement, HR administration, and basic accounting functions, making it an excellent opportunity for someone looking to build a long-term career in business operations.

As our logistics operations are currently light, the successful candidate will also provide direct administrative support to the Managing Director while assisting various departments to ensure smooth daily business operations. We are looking for someone who is eager to learn, adaptable, takes initiative, and thrives in a fast-paced work environment.

Operations & Administration

• Support the day-to-day operational activities of the business.
• Assist in developing, organizing, and maintaining operational procedures and documentation.
• Coordinate with different departments to ensure tasks are completed efficiently.
• Monitor operational deadlines and follow up on pending actions.
• Maintain organized filing systems for both physical and digital documents.
• Prepare reports, presentations, spreadsheets, and business correspondence.
• Assist in project coordination and monitor operational progress.
• Support office management including supplies, facilities, utilities, and vendor coordination.
• Assist in implementing and improving administrative processes and workflows.

Executive Assistant Duties

• Provide direct administrative support to the Managing Director.
• Manage calendars, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, minutes, and follow-up action items.
• Draft professional emails, letters, and internal communications.
• Screen calls, coordinate appointments, and manage confidential documents.
• Handle sensitive information with professionalism and confidentiality.
• Assist with special projects assigned by the Managing Director.

Human Resources Administration

• Assist with recruitment activities including job postings, interview scheduling, and candidate coordination.
• Maintain employee records and HR documentation.
• Support onboarding and offboarding processes.
• Assist in preparing employment contracts, offer letters, warning letters, and HR correspondence.
• Monitor employee attendance, leave records, and timesheets.
• Assist with payroll preparation by compiling attendance and employee information.
• Coordinate LMRA-related documentation, visa applications, CPR updates, and other employee compliance requirements.
• Support employee engagement and internal administrative activities.

Accounts & Finance Support

• Assist with preparing quotations, invoices, purchase orders, and delivery notes.
• Maintain proper filing of financial documents and receipts.
• Record daily expenses and assist with petty cash management.
• Support bank reconciliations and document preparation.
• Coordinate with suppliers regarding invoices and payment follow-ups.
• Assist in preparing documents for VAT, audits, and financial reporting.
• Support the Accountant with data entry and maintaining accurate financial records.
• Ensure all accounting and procurement documentation is properly organized and archived.

Requirements & Qualifications

• Diploma or Bachelor's Degree in Business Administration, Logistics, Supply Chain, Operations Management, Accounting, Human Resources, or a related field.
• Fresh graduates and entry-level candidates are encouraged to apply.
• Previous internship or administrative experience is an advantage but not required.
• Strong spoken and written English communication skills.
• Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint) or Google Workspace.
• Strong organizational, multitasking, and time management skills.
• High attention to detail with excellent problem-solving abilities.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional attitude with a willingness to learn and take initiative.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with Bahrain's commercial environment, LMRA processes, procurement, logistics, or customs procedures is an advantage.
• Basic knowledge of accounting principles, inventory management, or HR administration is a plus.
• Ability to work independently as well as collaboratively within a team.

Interested Applicants can share their CV through email: info@vgaholdings.com | WhatsApp: +973 6663 3334 (NO CALLS)

Work Location: In person