Executive Assistant To Partners | Saudi Arabia

About Ollen

Ollen is a distinguished consulting and design firm specializing in the seamless integration of strategy, design, and execution. Our expertise lies in transforming visionary concepts into tangible results by leveraging strategic insight, creative innovation, and meticulous implementation support. Our comprehensive service portfolio includes research, strategic planning, growth initiatives, customer experience enhancement, brand development, packaging design, retail and commercial space optimization, project coordination, digital platform development, and execution oversight. We collaborate with a diverse clientele spanning private and public sectors, including consumer goods, retail, food and beverage, hospitality, agribusiness, industrials, infrastructure, and economic development initiatives.

Role Overview

We are seeking a highly organized and proactive Executive Assistant to support the operations of the Ollen Saudi Arabia office. This pivotal role will involve providing comprehensive administrative and operational support to senior leadership, ensuring seamless coordination of meetings, communications, logistics, and internal processes. The ideal candidate will demonstrate exceptional discretion, strong bilingual communication skills, and the ability to manage complex schedules and priorities with minimal supervision. This position is designed for a detail-oriented professional who thrives in a fast-paced, client-facing environment while maintaining the highest standards of confidentiality and professionalism.

Key Responsibilities

• Leadership and Calendar Management: Oversee the calendars, meeting schedules, reminders, travel arrangements, and daily coordination for Ollen’s Saudi Arabia leadership and team members, ensuring optimal time management and alignment with strategic objectives.
• Meeting Coordination: Facilitate internal and external meetings by managing invitations, venue bookings, virtual conferencing links, agenda preparation, minute-taking, and follow-up tracking to ensure productive and efficient engagements.
• Document Preparation and Management: Draft, format, organize, and maintain a wide range of business documents, including proposals, letters, credentials, presentations, reports, contracts, forms, and other critical materials to support operational and client-facing activities.
• Administrative Systems and Records: Maintain structured filing systems, document control protocols, contact databases, client records, supplier documentation, and administrative trackers to ensure accuracy and accessibility of information.
• Logistics and Travel Support: Coordinate domestic and regional travel arrangements, including flights, accommodations, visa processing, courier services, event planning, workshop logistics, and meeting setups across Saudi Arabia and neighboring regions.
• Supplier and Vendor Coordination: Liaise with external partners such as suppliers, service providers, landlords, government agencies, translators, designers, printers, and other stakeholders to ensure timely and cost-effective procurement and service delivery.
• Financial Administration Support: Assist with basic financial tasks, including invoice processing, purchase requisitions, expense documentation, and follow-ups with the accounting department to maintain financial transparency and compliance.
• HR and Office Administration: Support human resources functions by managing onboarding documentation, employee records, attendance tracking, leave management, and office supply procurement to foster a productive work environment.
• Client Relationship Management: Maintain and update CRM systems, client meeting notes, relationship records, and market intelligence insights specific to the Saudi Arabia office to enhance client engagement and business development efforts.
• Communication and Stakeholder Engagement: Handle incoming communications via phone, email, and digital platforms such as WhatsApp, ensuring professional and timely responses to internal and external stakeholders while maintaining a high standard of service.
• Event and Workshop Support: Assist in the planning, execution, and follow-up of corporate events, workshops, client sessions, business development activities, and leadership visits to ensure seamless delivery and positive outcomes.
• Confidentiality and Compliance: Uphold strict confidentiality standards regarding client matters, internal discussions, financial data, employee information, and leadership communications to safeguard sensitive information and maintain trust.

Functional Exposure

• Executive office administration and leadership support.
• Client meeting coordination and stakeholder management.
• Document formatting, filing, proposal development, and presentation preparation.
• Travel logistics, office administration, and event coordination.
• Supplier and procurement management, invoice processing, and expense tracking.
• HR-related tasks, including onboarding, attendance monitoring, and record maintenance.
• Day-to-day operational support for the Saudi Arabia office.

Qualifications and Experience

• Professional Background: Minimum of 3-5 years of experience as an Executive Assistant supporting senior leadership or in high-level administrative roles.
• Industry Experience: Prior experience in consulting, professional services, design, architecture, real estate, family offices, corporate environments, government sectors, or client-facing roles is highly advantageous.
• Language Proficiency: Fluency in both written and spoken Arabic and English is essential for effective communication and coordination.
• Technical Competencies: Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, Teams) and Google Workspace, including advanced skills in document formatting, note-taking, file organization, and follow-up management.
• Organizational Skills: Demonstrated ability to manage multiple priorities, maintain meticulous attention to detail, and execute tasks with a high degree of accuracy and efficiency.
• Confidentiality and Discretion: A commitment to maintaining the highest standards of confidentiality and professionalism in all aspects of the role.