Executive Assistant to Partners – Saudi Arabia

About the role

The Executive Assistant will support Ollen’s Saudi Arabia office by providing high‑trust, detail‑oriented coordination for senior leaders, clients and project teams. The role involves managing schedules, communications, logistics and documentation to ensure smooth day‑to‑day operations.

Key responsibilities

• Manage calendars, meeting schedules, travel arrangements and day‑to‑day coordination for Ollen’s leadership.
• Coordinate internal and external meetings, including invitations, room bookings, virtual links, agendas, minutes and follow‑up trackers.
• Prepare, format and maintain proposals, letters, presentations, reports, contracts and other business documents.
• Maintain structured filing, document control, contact lists, client and supplier records, and administrative trackers.
• Support travel, accommodation, visa, courier, event, workshop and meeting logistics across Saudi Arabia and the wider region.
• Coordinate with suppliers, service providers, landlords, government agencies, translators, designers and printers as needed.
• Assist basic finance administration, including invoice coordination, purchase requests, receipts and expense documentation.
• Support HR and office administration tasks such as onboarding documents, employee records, attendance, leave tracking and office requirements.
• Maintain CRM or pipeline trackers, client meeting notes, relationship records and market intelligence for the Saudi Arabia office.
• Handle phone calls, emails, WhatsApp coordination and stakeholder follow‑ups professionally and promptly.
• Support events, workshops, client sessions, business development activities and leadership visits while preserving confidentiality.

Required profile

• Strong discipline, attention to detail and ability to work without constant supervision.
• High level of confidentiality and professionalism.
• Excellent bilingual communication skills (English and Arabic).
• Ability to manage multiple priorities and deadlines in a fast‑paced environment.

Required skills

• Bilingual communication (English/Arabic).
• Document control and structured filing.
• CRM or pipeline tracker maintenance.
• Basic finance administration (invoice coordination, expense documentation).