Executive Assistant

About the Role

We are seeking a highly skilled and dynamic Executive Assistant to join our multinational pharmaceutical company based in Riyadh, Saudi Arabia. This pivotal role will support senior leadership in a fast-paced, international environment, ensuring seamless operations through exceptional administrative and organizational expertise. The ideal candidate will possess a keen eye for detail, exceptional multitasking abilities, and the capacity to manage complex schedules and priorities with precision.

Key Responsibilities

The Executive Assistant will play a critical role in maintaining the efficiency and effectiveness of executive operations. Responsibilities include:

• Calendar and Schedule Management: Oversee and manage complex executive calendars across multiple international time zones using Microsoft Outlook, ensuring optimal scheduling and minimizing conflicts.
• Meeting Coordination: Organize and coordinate internal and external meetings, including securing meeting rooms, arranging international conference calls, and preparing comprehensive agendas and supporting documentation.
• Travel Arrangements: Plan and manage domestic and international travel logistics, including flight bookings, accommodation arrangements, visa procurement, and expense reporting in compliance with company policies.
• Financial Administration: Process expense claims through Concur, monitor team expenditures, and maintain accurate financial records. Support budget administration, procurement activities, and PR/PO processing via Coupa.
• Communication Management: Facilitate seamless communication channels through Microsoft Teams, SharePoint, and Outlook Distribution Lists, ensuring timely and effective information dissemination.
• Documentation and Reporting: Prepare professional presentations, reports, meeting agendas, briefing documents, and minutes with a high standard of accuracy and clarity.
• Event Coordination: Assist in organizing internal and external events, managing logistics, and ensuring successful execution.
• Onboarding Support: Facilitate the smooth onboarding of new team members by coordinating necessary resources and introductions.
• Cross-Functional Collaboration: Work closely with internal teams to streamline processes, provide administrative support, and enhance operational efficiency across the organization.

Requirements

To excel in this role, candidates must meet the following qualifications and competencies:

• Education: Bachelor's degree or equivalent professional qualification.
• Experience: Minimum of 3–6 years of experience as an Executive Assistant or Personal Assistant, preferably supporting senior executives in a multinational or large international organization.
• Technical Proficiency: Extensive experience with Microsoft Office Suite, Outlook, Microsoft Teams, SharePoint, Concur, and Coupa.
• Organizational Skills: Exceptional calendar management, planning, and organizational abilities to handle multiple priorities and deadlines effectively.
• Travel Coordination: Proven experience in coordinating international travel, including visa processing and expense management.
• Communication: Excellent written and verbal communication skills, with the ability to interact professionally across diverse cultures and organizational levels.
• Professional Attributes: High level of professionalism, discretion, and confidentiality. Must demonstrate proactive problem-solving, adaptability, and the capacity to thrive in a dynamic environment.
• Language: Fluency in English (written and spoken) is essential.

Why Join Us?

As part of our global pharmaceutical team, you will contribute to meaningful projects that impact healthcare and innovation. This role offers the opportunity to work alongside industry leaders, develop advanced administrative skills, and grow within a supportive and collaborative environment. If you are a detail-oriented professional with a passion for excellence, we invite you to apply and become a key player in our success.