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.

Requirements

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.