Job Description
Assistant and Coordinator
Asfar is hiring a part-time Assistant & Coordinator to support with daily administration, professional communications, scheduling, and project coordination. We are looking for someone highly organised, proactive, and resourceful, who communicates exceptionally well and knows how to use AI tools to make everyday administrative work smarter, faster, and more efficient.
About Asfar
Asfar Experiences is a boutique Saudi culinary and creative consultancy operating between London and Saudi Arabia. We design and deliver culinary experiences and cultural events in the Kingdom and around the world.
Asfar is led by Nawal AlKhalawi, a Le Cordon Bleu-trained Saudi executive chef, cultural curator and creative strategist. Her work sits where food, heritage, travel and storytelling meet, and her personal brand is the voice of that story online.
The Role
You will be an essential part of Asfar's day-to-day operations, helping ensure that communication, scheduling, and administrative tasks run smoothly and professionally.
You will manage correspondence with clients, partners, collaborators, and suppliers, coordinate meetings, follow up on outstanding tasks, and help keep projects and internal operations organised.
A key part of this role is representing Asfar through written communication. You should be able to draft and respond to emails independently, using a professional, warm, and thoughtful tone that reflects Asfar's brand and voice.
We are also looking for someone who is confident using AI tools to streamline administrative work. You should know how to use tools such as ChatGPT and other AI-powered applications to draft communications, summarise meetings, organise information, conduct research, and improve workflows, while maintaining accuracy, confidentiality, and a human touch.
The role has three main areas of focus:
Administrative support: Managing schedules, emails, meetings, documents, and daily administrative tasks.
Communication and coordination: Acting as a professional point of contact for clients, partners, and collaborators, while keeping projects and follow-ups on track.
AI-powered productivity: Using AI and digital tools to work efficiently, automate repetitive tasks where appropriate, and improve Asfar's administrative processes.
Key Responsibilities
Email and Professional Communication
Manage and organise incoming emails, identifying priorities and ensuring timely responses.
Draft, edit, and respond to emails on behalf of Asfar and Nawal, maintaining a consistent, professional, and personable brand voice.
Communicate with clients, partners, collaborators, agencies, suppliers, and other stakeholders.
Follow up on enquiries, proposals, meetings, pending decisions, and outstanding requests.
Identify communications that require Nawal's personal attention or approval.
Maintain clear and organised email correspondence, ensuring that important conversations and commitments are not overlooked.
Handle sensitive and confidential communications with discretion.
Calendar and Meeting Management
Manage Nawal's professional and personal calendar, scheduling meetings, appointments, and calls.
Coordinate meeting availability with clients, partners, and collaborators across different time zones.
Prepare meeting invitations, agendas, relevant documents, and briefing notes when needed.
Take meeting notes, summarise key decisions, and identify action points.
Follow up with relevant parties after meetings to ensure agreed actions are completed.
Help coordinate travel arrangements and related schedules when required.
Project and Operational Coordination
Support the coordination of Asfar's ongoing projects, partnerships, and collaborations.
Maintain an organised overview of active projects, upcoming deadlines, and outstanding tasks.
Follow up with team members, external consultants, suppliers, and collaborators to ensure deliverables remain on schedule.
Organise and update project trackers, task lists, and shared calendars.
Assist with administrative preparations for events, meetings, and activations.
Coordinate with the marketing and creative teams to track timelines and deliverables.
Support basic administrative coordination with accountants and other service providers, including organising invoices and relevant documents.
Flag delays, issues, or decisions requiring management's attention.
AI Tools and Digital Productivity
Use AI tools such as ChatGPT to support email drafting, research, meeting summaries, document preparation, and administrative tasks.
Use AI to organise information, prepare concise reports, and turn meeting notes into clear action points.
Identify opportunities to simplify repetitive administrative processes through AI, templates, and automation tools.
Use digital productivity and project management tools to organise tasks, communications, and deadlines.
Review and refine AI-generated work to ensure accuracy, professionalism, and consistency with Asfar's voice.
Exercise sound judgement when using AI, particularly when handling confidential business or client information.
Document Management and Research
Maintain an organised digital filing system for company documents, correspondence, proposals, and project materials.
Prepare and format professional documents, presentations, meeting notes, and reports when needed.
Conduct online research to support projects, partnerships, suppliers, and business opportunities.
Organise contact information and maintain updated records of clients, partners, and collaborators.
Ensure files and information are easy to access, properly labelled, and kept up to date.
Deliverables
The Assistant & Coordinator will be responsible for maintaining smooth daily operations and providing regular updates on ongoing work.
Expected deliverables include:
Daily email management: Timely responses, organised inboxes, and follow-ups on outstanding correspondence.
Calendar management: An accurate and up-to-date schedule with meetings properly coordinated.
Meeting preparation and follow-up: Agendas, notes, action points, and relevant follow-up communications.
Task and project tracking: Updated trackers highlighting deadlines, progress, and outstanding actions.
Weekly progress updates: A concise overview of completed tasks, upcoming priorities, and items requiring attention.
Organised documentation: Updated digital files, contact records, and administrative documents.
Administrative efficiency: Continuous improvements to workflows through appropriate use of AI and productivity tools.
Who You Are
Essential
Excellent written and spoken English, with the ability to write polished, professional, and thoughtful emails independently.
Strong communication skills and the ability to represent a business professionally when dealing with clients and external partners.
Proven ability to use AI tools, particularly ChatGPT, to support administrative work, communication, research, and productivity.
Excellent organisational and time-management skills, with strong attention to detail.
Experience managing calendars, scheduling meetings, and coordinating across multiple time zones.
Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, and Sheets) and/or Microsoft Office.
Ability to manage multiple tasks, prioritise effectively, and meet deadlines without constant supervision.
A proactive mindset: you anticipate what needs to be done, take initiative, and follow through.
Good judgement, discretion, and the ability to handle confidential information responsibly.
Reliability and punctuality, with consistent availability during agreed working hours.
Comfortable working independently in a remote environment.
A bonus
Previous experience as an Assistant, Personal Assistant, Administrative Coordinator, or in a similar role.
Experience working with a founder, entrepreneur, creative consultancy, or small business.
Familiarity with project management tools such as Notion.
Experience with AI automation tools and workflow integrations.
Arabic language skills, particularly for professional correspondence.
Experience in hospitality, food, events, lifestyle, or creative industries.
Familiarity with Saudi and international business environments.
Experience coordinating with international clients and partners.
Compensation and Terms
Employment type: Part-time, remote.
Working days: Sunday to Thursday.
Working hours: 4 hours per day, 20 hours per week, during an agreed daily schedule.
Compensation: Based on the applicant's experience, qualifications, and expertise.
Reporting to: Nawal AlKhalawi.
Location: Remote.
The role requires availability during the agreed working hours to respond to emails, coordinate meetings, and manage daily tasks.
The successful candidate will be given access to relevant company accounts, documents, and systems, subject to confidentiality requirements.
All work, documents, and materials produced as part of the role belong to Asfar and Chef Nawal.
How to Apply
Please send us:
Your CV, highlighting relevant experience.
A short introduction explaining your experience and why you would be a good fit for Asfar.
Your experience with AI tools: Briefly describe which AI tools you use and give one or two examples of how you have used them to improve administrative work or productivity.
A short writing sample: Draft a professional follow-up email to a potential client who has not responded to a proposal sent one week ago. The tone should be warm, polite, and professional.
Send the above to the following email or click the link below: hello@asfarexperience.com