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Executive Assistant To Partners | Saudi Arabia
Ollen Group
Riyadh, KSA
Full Time
Mid
Onsite
1 months ago
Calendar ManagementMeeting CoordinationDocument FormattingTravel LogisticsMicrosoft OfficeGoogle Workspace
Free
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Calendar ManagementMeeting CoordinationDocument Formatting
About the Role
Ollen Group is seeking an Executive Assistant to support the Saudi Arabia office operations, leadership coordination, and client-facing administration. The role involves managing calendars, meetings, travel, documents, and office logistics.
Key Skills for This Role
Calendar ManagementMeeting CoordinationDocument FormattingTravel LogisticsMicrosoft OfficeGoogle Workspace
Responsibilities
- Manage calendars, meeting schedules, reminders, travel plans, and day to day coordination for Ollen's Saudi Arabia leadership and team
- Coordinate internal and external meetings, including invitations, room bookings, virtual links, agendas, minutes of meeting, and follow up trackers
- Prepare, format, organize, and maintain proposals, letters, credentials, presentations, reports, contracts, forms, and other business documents
- Maintain structured filing, document control, contact lists, client records, supplier records, and administrative trackers
- Support travel, accommodation, visa, courier, event, workshop, and meeting logistics across Saudi Arabia and the wider region
- Coordinate with suppliers, service providers, landlords, government service providers, translators, designers, printers, and other external parties where required
- Support basic finance administration, including invoice coordination, purchase requests, receipts, expense documentation, and follow up with accounting
- Support HR and office administration, including onboarding documents, employee records, attendance coordination, leave tracking, and office requirements
- Maintain CRM or pipeline trackers, client meeting notes, relationship records, and market intelligence notes for the Saudi Arabia office
- Handle phone calls, emails, WhatsApp coordination, and stakeholder follow ups in a professional and timely manner
- Support events, workshops, client sessions, business development activities, and leadership visits
- Maintain confidentiality across client matters, internal discussions, financial information, employee matters, and leadership communications
Requirements
- Minimum 3 5 years of experience as an executive assistant for senior/leadership roles
- Previous experience in consulting, professional services, design, architecture, real estate, family office, corporate, government, or client facing environments preferred
- Excellent written and spoken Arabic and English
- Strong command of Microsoft Office and Google Workspace, especially Word, PowerPoint, Excel, Outlook, Teams, Google Drive, and calendar tools
- Strong document formatting, note taking, file organization, and follow up discipline
- High level of confidentiality, discretion, professionalism, and judgment
- Ability to manage multiple priorities, urgent requests, and senior stakeholders calmly and accurately
- Strong understanding of Saudi business etiquette, meeting culture, and administrative processes
- Proficiency in using AI tools for drafting, formatting, summarizing, scheduling support, and productivity is a plus
- Bachelor's degree or diploma in business administration, office management, communications, or related fields preferred
Full Job Posting
About the Role
- The Executive Assistant will play an integral role in supporting Ollen Saudi Arabia office operations, leadership coordination, client facing administration, and day to day execution. The role is focused on organizing meetings, schedules, documents, communications, logistics, office support, supplie
Tasks & Responsibilities
- Manage calendars, meeting schedules, reminders, travel plans, and day to day coordination for Ollen's Saudi Arabia leadership and team.
- Coordinate internal and external meetings, including invitations, room bookings, virtual links, agendas, minutes of meeting, and follow up trackers.
- Prepare, format, organize, and maintain proposals, letters, credentials, presentations, reports, contracts, forms, and other business documents.
- Maintain structured filing, document control, contact lists, client records, supplier records, and administrative trackers.
- Support travel, accommodation, visa, courier, event, workshop, and meeting logistics across Saudi Arabia and the wider region.
- Coordinate with suppliers, service providers, landlords, government service providers, translators, designers, printers, and other external parties where required.
- Support basic finance administration, including invoice coordination, purchase requests, receipts, expense documentation, and follow up with accounting.
- Support HR and office administration, including onboarding documents, employee records, attendance coordination, leave tracking, and office requirements.
- Maintain CRM or pipeline trackers, client meeting notes, relationship records, and market intelligence notes for the Saudi Arabia office.
- Handle phone calls, emails, WhatsApp coordination, and stakeholder follow ups in a professional and timely manner.
- Support events, workshops, client sessions, business development activities, and leadership visits.
- Maintain confidentiality across client matters, internal discussions, financial information, employee matters, and leadership communications.
Experience Required
- Minimum 3 5 years of experience as an executive assistant for Senior/leadership roles.
- Previous experience in consulting, professional services, design, architecture, real estate, family office, corporate, government, or client facing environments is preferred.
- Excellent written and spoken Arabic and English.
- Strong command of Microsoft Office and Google Workspace, especially Word, PowerPoint, Excel, Outlook, Teams, Google Drive, and calendar tools.
- Strong document formatting, note taking, file organization, and follow up discipline.
- High level of confidentiality, discretion, professionalism, and judgment.
- Ability to manage multiple priorities, urgent requests, and senior stakeholders calmly and accurately.
- Strong understanding of Saudi business etiquette, meeting culture, and administrative processes.
- Proficiency in using AI tools for drafting, formatting, summarizing, scheduling support, and productivity is a plus.
- Bachelor's degree or diploma in business administration, office management, communications, or related fields is preferred.
Opportunity
- A central support role with direct access to Ollen's leadership team.
- Exposure to strategy, design, execution, business development, consulting, and client facing work.
- A practical, entrepreneurial, high accountability working environment.
- Exposure to meaningful projects across Saudi Arabia and the wider Middle East.
- Potential to grow into office management, project coordination, operations, or executive office responsibilities over time.
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