Administrative Assistant
At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world?
Watch Our Story:' https://www.hdrinc.com/our-story'
Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.
In the role of Administrative Assistant, we'll count on you to:
To provide secretarial and administrative support, including typing, expense reporting, minute taking, filing, data input, maintenance and management of information held by the Company as may be required. The ideal candidate is proactive, detail-oriented, culturally aware, and capable of handling multiple priorities in a fast-paced environment.
Administrative Support
- Provide day-to-day office support, including expense reporting, meeting coordination, data entry, and document filing.
- Manage office vendors and suppliers (e.g. cleaning, maintenance, office supplies).
- Coordinate business card requests, desk allocations, and license renewals.
- Arrange travel and accommodation for staff on regional assignments.
- Translate documents (Arabic ↔ English) when needed.
Document Control
- Track and manage reference numbers for official letters and documents.
- Maintain contracts, leases, and official records, support document attestation and notarization.
- Assist in setting up document workflows and QMS documentation procedures.
- Take meeting minutes and distribute summaries.
Marketing & Proposal Support
- Register HDR on client procurement portals and manage tender submissions.
- Format CVs, assist in proposal preparation, and conduct project research.
- Handle proposal processes when the marketing coordinator is on leave.
- Support the Managing Director with expense claims and IT coordination.
Preferred Qualifications
- Bachelor’s degree (advantageous)
- 5–10 years’ experience, ideally in the Middle East
- Fluent in English; Arabic is a plus
- Strong MS Office skills (Outlook, Word, Excel, PowerPoint)
- Excellent organizational and communication abilities
- Able to manage multiple tasks under tight deadlines
- High School diploma or equivalent
- Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
- Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
- Self-motivated, well-organized and detail-oriented
- Ability to handle confidential information
- Proficiency with MS Office including Word and Outlook
- An attitude and commitment to being an active participant of our employee-owned culture is a must
What We Believe
HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.
Our Commitment
As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.
Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.
