Executive Assistant To Partners | Saudi Arabia

About Ollen

About the Role

Tasks & Responsibilities

• Manage calendars, meeting schedules, reminders, travel plans, and day-to-day coordination for Ollen's Saudi Arabia leadership and team.
• Coordinate internal and external meetings, including invitations, room bookings, virtual links, agendas, minutes of meeting, and follow-up trackers.
• Prepare, format, organize, and maintain proposals, letters, credentials, presentations, reports, contracts, forms, and other business documents.
• Maintain structured filing, document control, contact lists, client records, 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-service providers, translators, designers, printers, and other external parties where required.
• Support basic finance administration, including invoice coordination, purchase requests, receipts, expense documentation, and follow-up with accounting.
• Support HR and office administration, including onboarding documents, employee records, attendance coordination, leave tracking, and office requirements.
• Maintain CRM or pipeline trackers, client meeting notes, relationship records, and market intelligence notes for the Saudi Arabia office.
• Handle phone calls, emails, WhatsApp coordination, and stakeholder follow-ups in a professional and timely manner.
• Support events, workshops, client sessions, business development activities, and leadership visits.
• Maintain confidentiality across client matters, internal discussions, financial information, employee matters, and leadership communications.

Functional Exposure

• Executive office and leadership support.
• Client meeting and stakeholder coordination.
• Document formatting, filing, proposal support, and presentation preparation.
• Travel, logistics, office administration, and event support.
• Supplier, procurement, invoice, and expense coordination.
• HR, onboarding, attendance, and administrative record keeping.
• Saudi office setup and day-to-day operational support.

Experience Required

• Minimum 3-5 years of experience as an executive assistant for Senior/leadership roles.
• Previous experience in consulting, professional services, design, architecture, real estate, family office, corporate, government, or client-facing environments is preferred.
• Excellent written and spoken Arabic and English.
• Strong command of Microsoft Office and Google Workspace, especially Word, PowerPoint, Excel, Outlook, Teams, Google Drive, and calendar tools.
• Strong document formatting, note-taking, file organization, and follow-up discipline.
• High level of confidentiality, discretion, professionalism, and judgment.
• Ability to manage multiple priorities, urgent requests, and senior stakeholders calmly and accurately.
• Strong understanding of Saudi business etiquette, meeting culture, and administrative processes.
• Proficiency in using AI tools for drafting, formatting, summarizing, scheduling support, and productivity is a plus.
• Bachelor's degree or diploma in business administration, office management, communications, or related fields is preferred.

Opportunity

• A central support role with direct access to Ollen's leadership team.
• Exposure to strategy, design, execution, business development, consulting, and client-facing work.
• A practical, entrepreneurial, high-accountability working environment.
• Exposure to meaningful projects across Saudi Arabia and the wider Middle East.
• Potential to grow into office management, project coordination, operations, or executive office responsibilities over time.