Office Administrator

Job brief:

We are looking for a highly organized and resourceful office administrator to anchor our growing presence in Riyadh. This role is pivotal in ensuring the seamless daily operations of our KSA headquarters and providing high-level support to both local and visiting leadership. You will be the primary coordinator for executive calendars, office setup, and high-profile stakeholder visits. The ideal candidate is a proactive problem-solver who can manage logistical complexities—from coordinating with government PROs to handling workshop catering—with precision and professionalism.

Your responsibilities:

• Executive support: Manage complex meeting schedules and calendars for Riyadh-based leadership and visiting global executives, ensuring no overlaps and efficient time management.
• Meeting & visit logistics: Coordinate all aspects of meetings and official visits, including venue booking, security access for guests, preparation of materials, and managing attendee lists.
• Office operations: Support the initial setup of the Riyadh office and manage daily operations, including supplies, facility maintenance, and workplace standards.
• Vendor & service coordination: Act as the primary point of contact for external service providers, including IT support, building management, PRO services (government relations), and general vendors.
• Stakeholder hosting: Provide high-touch hospitality for visiting stakeholders and official delegations, ensuring a professional and welcoming environment.
• Event & workshop management: Lead the logistical planning for events, workshops, and office openings (e.g., managing catering, AV requirements, and guest invitations).
• Record keeping: Maintain meticulous records of official correspondence, meeting minutes, and invitations to ensure an organized digital and physical filing system.
• Administrative tasks: Handle diverse administrative duties such as expense processing, travel arrangements, and ad-hoc support for project teams.

Your qualifications:

• 3–5 years of experience in office administration or executive coordination, ideally within a multinational corporate environment or a high-growth startup in KSA.
• Bachelor’s degree in business administration, hospitality, or a related field.
• Strong understanding of Riyadh’s geography, venue landscape, and local business etiquette.
• Bilingual proficiency in Arabic and English is essential to communicate effectively with local vendors and international leadership.
• General knowledge of Saudi labor laws and office registration processes is a significant advantage.

Your proficiencies:

• Leadership and management skills.
• Data visualization: Advanced proficiency in Power BI and Excel (lookups, pivot tables, and dashboard creation).
• Strategic thinking: Ability to see the "big picture" across multiple business units (logistics, aviation, ventures) while maintaining attention to detail.
• Influence & communication: Strong interpersonal skills to hold senior leaders accountable for deadlines without direct reporting authority.