Office Manager & Executive Assistant-5 Month Contract

About Neuberger

Position Overview

Administrative and Team Support

• Provide administrative support for team members and temporary cover for other Executive Assistants.
• Log meeting reports accurately in Salesforce.
• Maintain team calendars with accurate meeting details, logistics, and notes.
• Schedule meetings and conference calls and coordinate rooms, luncheons, and related arrangements.
• Provide phone coverage by answering, screening, and routing time-sensitive calls.

Travel, Events, and Coordination

• Coordinate flights, hotels, ground transportation, and other travel arrangements.
• Act as the main contact for MENA roadshows, including agendas, logistics, schedules, visas, and visitor requirements.
• Coordinate client visit needs and maintain the annual general partner meeting and industry conference log.
• Register team members for conferences and events and coordinate associated logistics.
• Liaise with internal groups and support areas across the firm.

Finance and Vendor Management

• Process business expenses and reconcile corporate card statements monthly.
• Coordinate print jobs with internal or external printers.
• Maintain office supplies and manage vendors and service providers for facilities, hospitality, and housekeeping.

Office and Facilities Management

• Manage office matters involving facilities, landlord communication, permits, and ongoing maintenance.
• Ensure the Riyadh office remains operational and coordinate office setup and operational requirements.
• Liaise with IT on video conference setups and other support matters.
• Assist with yearly office archiving.

HR and Local Compliance

• Act as the Riyadh office contact for day-to-day HR matters and support employee onboarding.
• Manage Qiwa and GOSI portals, including contracts, renewals, and employee follow-ups.
• Coordinate employee visa applications and required travel documentation.

Key Requirements and Qualifications

• Experience as an Executive Assistant, Support Assistant, or in another relevant financial services role.
• Ability to work effectively in a fast-paced environment with senior-level individuals.
• Excellent organization, attention to detail, time management, prioritization, resourcefulness, adaptability, and follow-through.
• Strong phone and in-person manner, customer service focus, judgment, discretion, teamwork, and ability to work independently.
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.