Office Manager and Executive Assistant

About the Role

Neuberger Berman is seeking an experienced Office Manager and Executive Assistant for a 5-month contract. This role requires a strong team player with exceptional interpersonal and communication skills, capable of proactively anticipating the needs of the client base. The ideal candidate will have 5-10 years of relevant experience, preferably within the financial services industry.

Key Responsibilities

• Provide comprehensive administrative support to team members.
• Ensure accurate logging of meeting reports on Salesforce.
• Maintain, organize, and review calendar entries for team members, ensuring accurate meeting details, logistics, and notes.
• Schedule internal and external meetings and conference calls, coordinating room bookings and related arrangements.
• Provide phone coverage, screening and routing time-sensitive calls, and communicating detailed messages.
• Offer temporary cover for other team Executive Assistants as needed.
• Coordinate travel arrangements, including flights, hotels, and ground transportation.
• Act as the main point of contact for MENA roadshows, managing agendas, logistics, schedules, visas, and visitor requirements.
• Anticipate client visit needs and coordinate internally.
• Manage the log of annual general partner meetings and industry conferences.
• Register team members for conferences and events, coordinating all associated logistics.
• Serve as a key liaison with internal groups and support areas across the firm.
• Process business expenses and perform monthly reconciliation of corporate card statements.
• Coordinate print jobs with internal or external printers.
• Maintain office supplies and manage multiple office vendors and service providers, including facilities, hospitality, and housekeeping.
• Act as the main point of contact for office-related matters, including facilities, landlord communication, permits, and ongoing maintenance.
• Ensure the Riyadh office remains fully operational, coordinating any setup or operational requirements.
• Liaise with IT on video conference setups or other matters requiring IT support.
• Assist with yearly office archiving.
• Act as the Riyadh office point of contact for day-to-day HR matters.
• Support the onboarding of new employees.
• Manage local portals such as Qiwa and GOSI, including contracts, renewals, and employee follow-ups.
• Coordinate employee visa applications and required travel documentation.

Required Qualifications and Skills

• Experience as an Executive Assistant, Support Assistant, or in a relevant role within the financial services industry.
• Ability to perform effectively in a fast-paced environment.
• Confidence and professionalism when working with senior-level individuals across the firm.
• Excellent organizational skills with a high level of attention to detail.
• Strong time management skills, with the ability to prioritize multiple tasks efficiently.
• Resourceful and adaptable, able to manage multiple and changing priorities.
• Proactive approach to following up on details, anticipating issues, and closing out requests.
• Excellent phone and in-person manner, with a strong customer service focus in a demanding work environment.
• Sound judgment and discretion when handling confidential information.
• Team-oriented, while also capable of working independently with minimal guidance.
• Proficient in Microsoft Office (Excel, Word, PowerPoint, and Outlook).