Executive Office Manager Jobs in Riyadh

About the Role

Supermicro® is a leader in advanced server, storage, and networking solutions, recognized as one of the fastest-growing companies among the top 50 tech companies in Silicon Valley. With unprecedented global expansion, the company is seeking an organized and proactive Office Manager to oversee daily operations in Riyadh, Saudi Arabia. This hands-on and essential role is the backbone of the Riyadh branch, ensuring a smooth, efficient, and welcoming work environment for local employees and teams. The position requires a blend of facilities management, local vendor coordination, and essential administrative support, with a strong understanding of Saudi corporate regulations and government relations.

This role is crucial for fostering a professional, organized, and collaborative office environment that aligns with Supermicro's values and the local business landscape. You will play an active role in supporting the company's growth and technological innovation in the global market.

Key Tasks and Responsibilities

• Oversee all office operations in Riyadh, including facilities management, maintenance, security, workspace setup, and vendor coordination to support a productive and professional work environment.
• Manage essential administrative functions such as reception, mail and package processing, office supplies, equipment management, and general office logistics.
• Support new employee onboarding and offboarding processes in collaboration with HR and regional leadership, including workspace preparation, access provisioning, IT coordination, and documentation.
• Build and manage strong relationships with local Saudi vendors and service providers for facilities, catering, transportation, IT support, and other essential services, ensuring high service standards.
• Coordinate internal and external meetings, client visits, training sessions, and company events held in Riyadh.
• Manage office budgets, track expenses accurately, process invoices, and provide regular operational reports to management.
• Ensure strict compliance with Saudi labor laws, health and safety standards, and company policies.
• Provide comprehensive administrative and executive support, including calendar management, travel arrangements, expense reporting, and acting as a liaison with the Europe, Middle East HQ and global teams.
• Contribute to fostering a positive, inclusive, and collaborative office culture that aligns with Supermicro's values and the local business environment.
• Handle confidential information with the utmost discretion and maintain organized physical and digital records.

Qualifications and Requirements

• Bachelor's degree in Business Administration, Office Management, or a related field, or equivalent practical experience.
• Minimum of 5 years of experience in office management or senior administrative roles, preferably within a multinational tech company or a fast-paced GCC region environment.
• Work experience in or with Saudi Arabia or the broader Middle East region is strongly preferred.
• Excellent organizational skills, ability to multitask, and problem-solving skills with a keen attention to detail.
• Proficiency in English (written and spoken). Arabic language skills are highly preferred for effective communication with local stakeholders, vendors, and authorities.
• Proficiency in Microsoft Office 365 and comfort with modern office management tools.
• A good understanding of Saudi labor law, Saudization requirements, and local business practices is a plus.
• Strong communication skills with the ability to collaborate effectively with diverse international teams and local partners.
• High integrity, professionalism, and confidentiality when handling sensitive information.
• Flexibility and adaptability; availability outside standard business hours may be expected for events or urgent matters.

Core Competencies

• Facilities Management
• Vendor Coordination
• Basic HR Support
• Saudi Corporate Regulations
• Government Relations
• Administrative Functions
• Office Logistics
• Employee Onboarding
• Employee Offboarding
• Budget Management
• Expense Tracking
• Invoice Processing
• Operational Reporting
• Saudi Labor Regulations
• Health and Safety Standards
• Company Policies
• Administrative Support
• Executive Support
• Calendar Management
• Travel Arrangements
• Expense Reporting
• Office Culture Development
• Handling Confidential Information
• Record Keeping
• Microsoft Office 365 Proficiency
• Modern Office Management Tools
• Knowledge of Saudi Labor Law
• Understanding of Saudization Requirements
• Familiarity with Local Business Practices
• Interpersonal Skills
• Problem-Solving Abilities
• Attention to Detail
• Multitasking Capability
• Organizational Skills
• Communication Skills

Work Environment and Location

This is a full-time role requiring presence in Riyadh, Saudi Arabia. The position demands flexibility and adaptability, with availability outside standard business hours potentially expected for events or urgent matters.

Executive Assistant Required

A private entity is looking for a professional Executive Assistant to work in a professional and fast-growing environment, who is capable of managing sensitive executive tasks, organizing work, and efficiently following up on projects and decisions.

Main Tasks:

• Managing and organizing appointments, meetings, and professional commitments.
• Preparing meeting minutes and following up on the implementation of decisions and recommendations.
• Preparing concise and accurate executive reports for management.
• Managing official correspondence in Arabic and English.
• Organizing and archiving contracts, documents, and technical and administrative papers.
• Following up on ongoing projects and preparing periodic reports on work progress.
• Coordinating with departments, external parties, partners, and suppliers.
• Following up on contractual obligations and critical deadlines for projects and contracts.

Required Qualifications:

• Practical experience in managing executive offices, project management, or executive support for senior management.
• High skills in organization, follow-up, and priority management.
• Fluency in English, both spoken and written.
• Proficiency in Microsoft Office programs, especially Excel, Word, and PowerPoint.
• Excellent ability to prepare reports and presentations.
• Complete confidentiality in handling information.
• A strong professional personality capable of continuous follow-up and task completion.

Preferred Experience:

• Experience in large real estate projects
• Experience in technology and digital transformation projects.
• Good understanding of data center projects.
• Familiarity with network systems and technical infrastructure.
• Knowledge of security monitoring systems (CCTV) and low current systems.
• Ability to read and understand contracts, appendices, and scope of work.
• Experience in following up with suppliers, contractors, and consultants.
• Familiarity with project management basics and preparing follow-up schedules.
• Experience in large multi-party real estate projects and following up on development, implementation, and coordination among relevant parties.
• Proficiency in using artificial intelligence tools to enhance productivity and analyze information.

Application Requirements:

Please send:

1. Updated CV.
2. Expected salary.
3. Current city.

A one-page executive report template about a technical, engineering, or operational project that includes:

1. An executive summary. The main risks or challenges. Recommendations. Required actions.
2. A brief explanation not exceeding half a page about the most significant project the applicant participated in and their actual role in it.

Candidates who meet the requirements will be contacted

About the Role

Hyatt Regency Riyadh-Olaya is seeking a Front Office Manager to oversee all Front Office operations. This role is responsible for ensuring high standards of guest service, operational efficiency, and adherence to the hotel's brand standards. The Front Office Manager will collaborate with the Director of Rooms to deliver the brand promise across the Front Desk, Front Services, Communications Centre, Business Centre, and Regency Club.

Key Responsibilities

• Oversee daily Front Office operations to ensure efficient service delivery.
• Supervise the functions of the Front Desk, Concierge, Bell Services, Valet/Parking, Communication Centre, and Business Centre.
• Manage Regency/Grand Club operations to enhance guest experiences.
• Ensure strict compliance with all hotel standards, policies, and procedures.
• Deliver exceptional guest service and focus on guest satisfaction at all touchpoints.
• Professionally handle VIP arrivals, special requests, and guest complaints.
• Monitor guest feedback and implement service improvement initiatives.
• Lead, train, and develop the Front Office team to foster a culture of excellence.
• Conduct performance evaluations and provide continuous coaching to team members.
• Foster a positive work environment that promotes teamwork and service excellence.
• Ensure appropriate staffing levels and efficient shift scheduling to meet operational demands.
• Utilize Opera Cloud PMS for all reservations, check-in/check-out processes, room allocation, billing, and reporting.
• Ensure accurate data entry and adherence to all system procedures within Opera Cloud PMS.
• Train staff on the effective use of Opera Cloud PMS and ensure best practices are followed.
• Manage the departmental budget and control operating costs.
• Monitor daily revenue reports, room occupancy rates, and forecasts.
• Ensure proper cash handling, billing accuracy, and adherence to audit compliance.
• Support revenue optimization strategies in coordination with Revenue and Reservations teams.

Qualifications and Requirements

• A Bachelor's degree in Hospitality Management or a related field is preferred.
• A minimum of 3 to 5 years of experience in Front Office operations, including supervisory or managerial roles.
• Proven experience with Opera Cloud PMS is mandatory.
• Strong leadership, communication, and interpersonal skills.
• Excellent problem-solving and decision-making abilities.
• Ability to work effectively under pressure in a fast-paced hospitality environment.
• Fluency in English is required; proficiency in additional languages is considered an advantage.

Required Skills

• Opera Cloud PMS
• Leadership
• Guest Service
• Operations Management
• Team Management
• Communication
• Problem-solving
• Decision-making

Work Environment and Details

This is a full-time position for a Front Office Manager (Saudi National) at Hyatt Regency Riyadh-Olaya in Riyadh, Saudi Arabia. The role requires 2-5 years of relevant experience.

About the Role

Mnzil is a leading co-living and transportation platform for blue-collar workers in Saudi Arabia, providing tech-powered, affordable, and dignified housing solutions. The company utilizes a hybrid model, subleasing, building, and a C2B marketplace to assist companies in housing and moving their workers efficiently, while also creating income opportunities for landlords and real estate owners. Partnerships with the public sector and operational excellence are central to Mnzil's mission. As a rapidly growing prop-tech company focused on transforming labor housing and real estate services, Mnzil seeks a high-caliber Executive Assistant to serve as a strategic and operational partner to the CEO. This senior-level role is designed for a professional who excels in a complex environment, acting as a force multiplier to ensure the CEO’s strategic priorities are executed across all departments and to maintain a high-standard office environment.

Key Responsibilities

• Provide direct support to the CEO, managing a complex calendar, high-level meetings, and priorities across multiple business units.
• Attend leadership meetings to record action items and proactively follow up with department heads to ensure deliverables are met.
• Prepare reports, presentations, and meeting materials for senior management.
• Coordinate complex travel logistics and manage the CEO’s administrative requirements, including expenses, memberships, reservations, and documentation.
• Draft CEO correspondence, manage sensitive documents (faxes, mail, checks), and support presentation and preparation for hiring, approvals, and administrative tasks.
• Oversee office logistics, such as ordering supplies, maintaining records, and ensuring compliance with company policies.
• Serve as the primary point of contact for internal and external stakeholders, managing inquiries and facilitating communication.
• Assist with special projects, event planning, and ad-hoc tasks as required to support the CEO's strategic objectives.
• Handle confidential information and communications with utmost professionalism and discretion.
• Prepare and edit correspondence, reports, presentations, and other documents with a high level of accuracy and attention to detail.

Qualifications and Requirements

• A minimum of 5 years of professional experience supporting C-level executives, ideally in a fast-paced or multi-entity environment.
• Professional fluency in English, both written and spoken, is required.
• A strong sense of responsibility and the ability to anticipate needs before they are articulated.
• A high level of executive presence and the ability to interact effectively with government entities and key partners.

Required Skills

• Proficiency in Microsoft Office Suite, ERP systems, and digital workflow tools.
• Exceptional organizational and time management skills.
• Strong communication and interpersonal skills.
• Proactive mindset and problem-solving abilities.
• Meticulous attention to detail.

Work Environment

This is a full-time position based in Riyadh, Saudi Arabia. The role requires 5-10 years of experience, supporting C-level executives in a dynamic setting.

About the Executive Assistant Role

Laverne Group is seeking a highly organized, proactive, and resourceful Executive Assistant to provide comprehensive administrative and strategic support to senior leadership. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional communication skills, and consistently handles sensitive information with discretion and confidentiality. This role requires strong problem-solving abilities, excellent time-management skills, and the ability to anticipate the needs of executives. The position is based in Riyadh, Saudi Arabia, and is a full-time role.

Key Responsibilities

• Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Serve as the primary point of contact between executives, internal teams, and external stakeholders.
• Prepare and edit correspondence, presentations, reports, and other documents.
• Uphold strict confidentiality and handle sensitive information with professionalism.
• Organize and oversee meetings, including preparing agendas, recording minutes, and tracking action items.
• Coordinate and manage special projects and initiatives as assigned.
• Assist in the preparation of reports, summaries, and data analyses to support executive decision-making.
• Streamline administrative processes to ensure efficient and effective workflow.
• Plan and coordinate domestic and international travel, including itineraries, accommodations, and expense reports.
• Manage logistics for internal and external meetings, events, and engagements.
• Serve as a liaison between executives and employees, clients, vendors, and external partners.
• Draft, review, and send professional emails and communications on behalf of executives.
• Build and maintain positive working relationships across the organization.

Qualifications and Experience

• A Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
• 1-3 years of experience as an Executive Assistant or in a similar administrative role.
• Experience level of 0-1 year is also considered.

Required Skills and Competencies

• Exceptional written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and productivity tools such as Google Workspace and project management platforms.
• Strong organizational skills with the ability to multitask, prioritize, and manage time effectively.
• High level of discretion, integrity, and professionalism.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently while managing multiple high-priority tasks.
• Excellent interpersonal and relationship-building abilities.
• Tech-savvy and adaptable to new systems, tools, and technologies.

Work Environment and Type

This is a full-time position located in Riyadh, Saudi Arabia. The role requires the ability to work effectively in a fast-paced environment and manage multiple high-priority tasks simultaneously.

About the Front Office Manager Role

As a Front Office Manager at Hilton, you will play a key role in managing daily front office operations and ensuring exceptional guest experiences. This position involves overseeing guest service, registration, and room inventory, while upholding hotel policies and standards. Hilton is a global hospitality leader committed to delivering outstanding guest experiences and fostering a supportive environment for its team members.

Key Responsibilities

• Manage daily front office operations, including guest service, registration, and room inventory, ensuring adherence to hotel policies and standards.
• Monitor and elevate guest satisfaction by addressing service issues and guiding the team to implement improvements that enhance the overall guest experience.
• Implement revenue initiatives by promoting hotel services and executing up-selling tactics to drive room occupancy and revenue growth.
• Facilitate team knowledge by providing regular updates and training on hotel offerings, services, and local attractions.
• Delight guests by personally welcoming them, responding to inquiries, and resolving concerns promptly to uphold service standards.
• Inspire and develop the front office team by supervising and supporting team members, monitoring performance, providing coaching, and fostering a positive and productive work environment.

Qualifications and Requirements

• A passion for hospitality.
• Demonstrated integrity and a commitment to doing the right thing.
• Strong leadership qualities.
• Belief in the power of teamwork.
• A sense of ownership and accountability.
• Focus on the present moment, bringing urgency and discipline.
• 5-10 years of experience required.

Required Skills

• Guest Service
• Registration
• Room Inventory Management
• Guest Satisfaction Monitoring
• Revenue Initiative Implementation
• Up-selling Techniques
• Training and Development
• Hospitality Expertise
• Integrity
• Leadership
• Teamwork
• Ownership and Accountability

Work Environment and Details

This is a full-time position based in Saudi Arabia with Hilton. The role requires a dedicated individual who can contribute to filling the world with the light and warmth of hospitality.

About the Role

Hilton is looking for an Assistant Front Office Manager to join their team in Saudi Arabia. The incumbent plays a key role in overseeing the daily operations of the front office, ensuring guest satisfaction, and contributing to revenue growth, while adhering to the exceptional service standards for which Hilton is known.

Key Tasks and Responsibilities

• Assist in overseeing daily front office activities, including guest service, check-in, room inventory management, and ensuring compliance with hotel policies and standards.
• Monitor and enhance guest service levels by tracking guest satisfaction, promptly addressing service issues, and guiding the team to implement improvements that enhance the overall guest experience.
• Support revenue initiatives by promoting hotel services and implementing upselling tactics to increase room occupancy and revenue growth.
• Facilitate knowledge transfer to the team by providing regular updates and training to ensure the team is knowledgeable about the hotel's offerings, services, and local attractions.
• Welcome guests, respond to their inquiries, and resolve their concerns promptly to ensure adherence to service standards.
• Oversee the experience of important guests (VIPs) by reviewing their reservations and ensuring a seamless and distinguished check-in and check-out process.
• Motivate and develop the front office team by supervising and supporting team members, monitoring performance, providing guidance, and fostering a positive and productive work environment.

Qualifications and Requirements

• Passion for spreading the spirit of hospitality and welcome.
• Act with integrity and always do what is right.
• Inspire others through leadership.
• Believe that teamwork achieves the best results.
• Sense of ownership and responsibility.
• Focus on the present, bringing urgency and discipline to every moment, knowing that this can make a lasting impact.

Required Skills

• Guest Service
• Check-in
• Room Inventory Management
• Guest Satisfaction Monitoring
• Revenue Growth Strategies
• Upselling Techniques
• Team Leadership and Development
• Hospitality Experience
• Integrity
• Leadership
• Teamwork
• Ownership and Responsibility

Additional Details

This is a full-time position located in Saudi Arabia. The ideal candidate will have 5-10 years of experience in a similar role within the hospitality industry.

At Hilton, we don't just deliver exceptional experiences for our guests, we also build an exceptional work environment for the team members who make it all possible. Our award-winning culture has earned us repeated recognition on the list of the world's best workplaces by Great Place to Work and Fortune.

About the Role

Samaya Investment Company is seeking a Technical Office Manager to lead cross-trade technical coordination for a high-specification cultural and institutional public fit-out project in Riyadh, Saudi Arabia. This role focuses on Interface & Integration Management, requiring a proactive approach to identifying and resolving potential issues that could impact project timelines and budgets. The ideal candidate will have a strong understanding of how specialist systems integrate with architectural finishes and structural elements to ensure seamless execution from design to handover.

This position is for an individual who can review shop drawings from an on-site execution perspective, anticipating challenges related to back boxes, equipment room sizing, and other critical integration points. The Technical Office Manager will be instrumental in ensuring the successful integration of complex audiovisual, security, IT, and environmental control systems within premium architectural environments.

Key Responsibilities

• Lead and manage Interface & Integration Management, owning the Interface Matrix to identify and track all cross-trade integration points, including AV to MEP, IT to ELV, fit-out to structure, and display to lighting.
• Oversee the coordination and integration of specialist systems such as multimedia exhibits, interactive displays, lighting control systems, central BMS, access control, and specialized HVAC systems with tight humidity and temperature tolerances.
• Manage core technical operations, including the review and approval of shop drawings, submittals, and materials.
• Administer the RFI (Request for Information) process and enforce strict revision control across all concurrent design packages.
• Maintain the BIM (Building Information Modeling) federation and proactively detect spatial or sequencing clashes using Navisworks to prevent issues on site.
• Lead, mentor, and schedule the technical office team, comprising draftsmen, BIM modelers, and junior engineers.

Qualifications and Requirements

• Bachelor of Science (BSc) in Mechanical, Electrical, or Architectural Engineering.
• A minimum of 10 to 15 years of engineering experience.
• At least 5 years of dedicated experience in high-specification fit-out projects, specifically within cultural, institutional, or complex public building environments.
• A proven track record of successfully managing complex AV/MEP integration on multi-trade fit-out projects is a critical and non-negotiable requirement.
• Strong familiarity with NFPA, IBC, and environmental standards relevant to sensitive contents, including humidity, temperature, UV, and security requirements.

Required Skills

• Expertise in Interface & Integration Management and Specialist Systems Coordination.
• Proficiency in managing shop drawings, submittals, material approvals, the RFI process, and revision control.
• Skilled in BIM Federation and clash detection using Navisworks.
• Advanced proficiency in software including Revit, Navisworks, AutoCAD, and MS Project.
• Comprehensive knowledge of NFPA, IBC, and environmental standards for sensitive contents.
• Demonstrated Systems Thinking, enabling the ability to view and manage integration across multiple trades.
• A Construction-First Approach, consistently evaluating designs for buildability and commissionability.
• Absolute Ownership and a proactive problem-solving mindset.
• Bilingual proficiency in Arabic and English is required; formal Arabic is necessary for authority submissions, while English is used for consultant and specialist coordination.

Work Environment and Logistics

This full-time position is based in Riyadh, Saudi Arabia. Work will be office-based with regular site visits to ensure installations align with coordination efforts. Standard working hours will apply, with potential for extension during key integration milestones. Direct weekly progress reporting to the Project Director is expected.

About the Role

LivaNova is seeking a highly organized, proactive, and detail-oriented Office Administrator to oversee the daily administrative operations of its new office in Riyadh, Saudi Arabia. This role is central to ensuring a smooth and efficient work environment, managing office resources, supporting staff, and contributing to a positive workplace culture. The successful candidate will play a key role in the foundational operations of the Riyadh office.

Key Responsibilities

• Provide office leadership and comprehensive administrative support to the team.
• Handle a wide variety of administrative support activities, including business-sensitive and confidential information.
• Manage day-to-day office operations to ensure a well-organized and professional environment.
• Coordinate and oversee administrative tasks such as scheduling, office supplies management, mail handling, and record-keeping.
• In coordination with HR, manage employment contracts through the online portal and maintain employee visa and work permit documentation.
• Manage the monthly payroll process in collaboration with HR and Finance departments.
• Supervise and support administrative staff and office reception as needed.
• Act as the primary point of contact for office vendors, service providers, and building management.
• Maintain and manage office budgets, expenses, and petty cash.
• Assist with the onboarding of new employees, including workstation setup and orientation.
• Organize company events, meetings, and team-building activities.
• Ensure compliance with health and safety regulations and company policies.
• Manage calendars, prepare reports, and support senior management with administrative tasks.
• Monitor office efficiency and implement improvements where necessary.

Qualifications and Requirements

• Proven experience as an Office Administrator, Administrative Specialist, or in a similar role.
• Fluency in both Arabic and English is essential.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and other relevant office management tools.
• Ability to handle sensitive information with the utmost confidentiality and professionalism.
• A problem-solving mindset with a keen attention to detail.
• Willingness and ability to work a flexible schedule when necessary.
• Demonstrated knowledge and understanding of compliance topics.
• A Bachelor's degree from an accredited university or college, or a high school diploma.

Required Skills

• Office Leadership
• Administrative Support
• Handling Business-Sensitive and Confidential Information
• Office Operations Management
• Scheduling
• Office Supplies Management
• Mail Handling
• Record-Keeping
• Employment Contract Management
• Visa/Work Permit Management
• Payroll Process Management
• Supervising Administrative Staff
• Vendor Management
• Office Budget Management
• Expense Management
• Petty Cash Management
• Onboarding New Employees
• Event Organization
• Meeting Organization
• Team-Building Activity Organization
• Health and Safety Compliance
• Company Policy Compliance
• Calendar Management
• Report Preparation
• Office Efficiency Monitoring
• Process Improvement
• Organizational Skills
• Multitasking Abilities
• Written Communication Skills
• Verbal Communication Skills
• Microsoft Office Suite Proficiency
• Other Office Management Tools Proficiency
• Confidentiality
• Professionalism
• Problem-Solving Skills
• Attention to Detail
• Flexible Schedule Availability
• Knowledge of Compliance Topics

Work Environment and Details

This is a full-time position for an Office Administrator at LivaNova, located in Riyadh, Saudi Arabia. The role requires 0-1 year of experience. The position involves overseeing the daily administrative operations of the office, ensuring a professional and efficient workplace.

About the Role

Elegancia Arabia, a prestigious Saudi company based in Riyadh, is seeking an organized and proactive Administrative Assistant to join their team. This full-time position aims to ensure the smooth running of daily administrative operations and support the company's objectives.

Key Tasks and Responsibilities

• Manage meetings, including scheduling, preparation, and tracking follow-up actions to ensure timely completion.
• Effectively coordinate with clients, understanding and supporting their requirements to foster strong professional relationships.
• Handle all incoming and outgoing professional emails and correspondence with accuracy and professionalism.
• Facilitate seamless communication between different departments, ensuring efficient workflow and information flow.

Qualifications and Requirements

• Must be a Saudi national.
• 2-3 years of experience in an Administrative Assistant role or similar.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in both English and Arabic is mandatory.
• Skill in writing professional emails and general correspondence.
• Ability to work efficiently and effectively in a fast-paced environment.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

Core Skills

• Organizational skills.
• Time management skills.
• Effective communication abilities.
• Strong interpersonal skills.
• Professional email writing.
• Correspondence skills.
• Ability to work efficiently in a fast-paced environment.
• Proficiency in Microsoft Office applications.

Job Details

This is a full-time position requiring 2-5 years of experience. The work location is Riyadh, Saudi Arabia, specifically in the Hittin district.

About the Role

UCC Holding is seeking a dedicated Administrator to join its team in Riyadh, Saudi Arabia. This full-time position is responsible for planning, developing, coordinating, and directing activities across key administrative functions. The Administrator will ensure the smooth and efficient operation of the office and provide essential support to executive staff and leadership.

Key Responsibilities

• Supervise the day-to-day operations of the administrative department and its staff, while also supporting daily clerical tasks.
• Manage incoming and outgoing phone calls, providing information or redirecting calls as appropriate.
• Ensure the office is adequately stocked with necessary supplies and that all office equipment is in good working order, including ordering stationery and supplies.
• Plan, schedule, and promote various office events, such as meetings, conferences, interviews, orientations, and training sessions.
• Provide comprehensive administrative support to executive staff, business leaders, and other senior members of the organization.
• Assist with the preparation of meetings and teleconferences, and facilitate the recording, transcription, and distribution of minutes and action items.
• Ensure the timely and accurate review and dissemination of content for leadership, including weekly leadership reports, monthly leadership updates, and other business-related requirements.
• Support the Executive Team and Leadership in preparing for annual leadership meetings, including supporter meetings, membership business meetings, and strategic planning sessions.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Provide oversight for new staff orientation, including training and resource materials.
• Maintain the accuracy and upkeep of the policy manual and procedure manual, conducting self-audits in accordance with leadership approvals and evolving needs.
• Support the implementation of Health, Safety, and Environment (HSE) initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and Integrated Management System (IMS) policies.

Qualifications and Requirements

• A Bachelor's Degree in Business Administration or any related field is required.
• A minimum of 5 years of overall working experience.
• At least 3 years of relevant working experience in an administrative role.
• Previous experience in the GCC region is considered a plus.

Required Skills

• Proficiency in administrative support and handling clerical tasks.
• Strong office management capabilities.
• Experience in event planning and meeting coordination.
• Skilled in document preparation and editing.
• Adept at policy maintenance and ensuring procedural accuracy.
• Familiarity with HSE initiatives and contributing to safety awareness.

Work Environment

This is a full-time position based in Riyadh, Saudi Arabia.

Pharmacy Reports Management: Preparing and following up on inventory and daily and periodic reports for pharmacies in the most important 5 joints: (Sales reports, collection, supply, offer approval, support and problem-solving follow-up).

Contracts and Agreements: Drafting contracts and agreements with pharmacies and partners in cooperation with the General Administration.

Business Development: Searching for opportunities and partnerships that serve the institution according to general requirements and objectives.

Logistics Supervision: Following up on store orders and ensuring their completion within the specified time (whether from the internal warehouse or through logistics partners).

Partners Management: Managing the relationship with logistics partners and monitoring their performance.

Inventory and Import: Monitoring and following up on inventory, preparing periodic reports, and managing import requests.

Suppliers Management: Dealing with multiple suppliers (printers, etc.).

Team Management: Following up and supervising the tasks of the delivery team and giving the necessary directives in coordination with the management.

Administrative Organization: Organizing and archiving company documents, and coordinating periodic meetings between company departments.

Store Management: Participating in store and employee management when needed.

General Tasks: Performing any other tasks (field or office) assigned by management to ensure workflow.

 

About the Role

Food Industries Polytechnic is seeking a highly organized and professional Executive Secretary to provide comprehensive administrative support to its senior leadership team. This role is crucial for ensuring the smooth and efficient operation of executive functions, maintaining effective communication channels, and optimizing workflow. The ideal candidate will possess a high degree of professionalism, discretion, and the ability to manage multiple priorities effectively in a dynamic and fast-paced environment.

Key Responsibilities

• Manage complex calendars, including scheduling appointments, meetings, and coordinating travel arrangements.
• Prepare, edit, and format a variety of documents such as correspondence, presentations, and reports with a high degree of accuracy.
• Screen, prioritize, and respond to inquiries from executives, stakeholders, and other parties in a timely and professional manner.
• Plan and coordinate internal and external meetings, events, and conferences, ensuring all logistical aspects are covered.
• Maintain filing systems, records, and confidential information with utmost accuracy and integrity.
• Prepare meeting agendas, take detailed minutes, and track action items to ensure follow-through.
• Liaise effectively with internal teams and external partners to facilitate the timely delivery of tasks and projects.
• Provide support for special projects and cross-departmental initiatives as required by senior leadership.
• Monitor and manage office workflow to identify areas for improvement and optimize overall efficiency.

Qualifications and Requirements

• A minimum of 5 to 7 years of experience in administrative support or executive assistance.
• Demonstrated proficiency in calendar management, travel coordination, and professional correspondence.
• Excellent written and verbal communication skills in English.
• Proven ability to handle confidential information with the highest level of integrity and discretion.
• Experience supporting C-suite executives is highly preferred.
• Proficiency in project coordination and event planning is advantageous.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other productivity tools.
• Comfort and capability in working within a dynamic, deadline-driven environment.

Essential Skills

• Superior organizational and time-management abilities.
• Exceptional attention to detail and a commitment to accuracy.
• Strong problem-solving skills and the capacity for proactive decision-making.
• High degree of professionalism, discretion, and sound judgment.
• A collaborative mindset with effective interpersonal skills.

Additional Information

This is a full-time position based in Riyadh, Saudi Arabia. A Bachelor's degree in Business Administration, Communications, or a related field is preferred. Certifications in administrative management or office administration are considered a plus.