Executive Admin; Saudi National

In this role, you will provide high-level administrative and operational support to senior leadership while ensuring the efficient day-to-day management of the office environment. You are responsible for calendar and travel management, stakeholder liaison, document preparation, and overseeing office operations to maintain a productive and professional workplace. The role serves as a key point of contact internally and externally, ensuring seamless communication and coordination across departments and with external stakeholders.

• Make sure the office runs smoothly day-to-day.
• Keep track of office supplies and manage equipment needs.
• Answer phone calls and handle mail.
• Welcoming and directing visitors.

• Help prepare documents, keep files organized, and maintain records.
• Collection and forwarding of invoices, receipts to CPA.
• Schedule meetings and book meeting rooms.
• Assist new employees with office setup and orientation.

• Be the go-to person for general office inquiries.
• Help with communication within the office and with external contacts.
• Take on extra tasks as needed to support the team.

• Book flights, hotels, and transportation for business trips.
• Register team members for conferences, workshops, and other events.
• Create and share detailed travel itineraries.

• Communicate with event organizers to plan details.
• Manage event registrations and follow up as needed.
• Make sure all event logistics, such as travel and accommodation, are arranged.

• The job holder may be required to undertake additional duties, which may be reasonably expected and forms part of the function of the job.

• Senior leadership team
• Department heads
• HR, IT, and Procurement
• Facilities and Admin staff
• Internal Communications team

• Executive visitors and VIP guests
• Vendors and service providers.
• Travel and event agencies
• External stakeholders and clients

• Exercises operational and financial authority within the limits defined by the organization’s Delegation of Authority Matrix.

• Bachelor’s degree in business administration, Management, or a related field.
• 5–7 years of relevant experience in executive support and office management.
• Experience in supporting C-suite executives or senior leadership.
• Prior experience in a fast‑paced, multicultural environment.

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• Calendar and travel management tools (e.g., MS Outlook, Concur).
• Budget tracking and office procurement processes.
• Ability to maintain confidentiality and handle sensitive information with discretion.

• Professionalism:
  Maintains a polished and courteous demeanor with all stakeholders.
• Multitasking:
  Manages multiple priorities efficiently under pressure.
• Attention to Detail:
  Ensures accuracy in communications, documents, and logistics.
• Problem Solving:
  Resolves office and scheduling conflicts with sound judgment.
• Discretion & Confidentiality:
  Handles all executive‑level communication with the utmost confidentiality.
• Initiative:
  Takes proactive steps to improve efficiency and support leadership.
• Stakeholder Management:
  Builds strong relationships with internal and external parties.