Executive Assistant/Receptionist

Role summary

This position combines front-desk reception with executive support for three senior leaders, including the Country Lead. It is central to creating a polished first impression for the organization, keeping the workplace running efficiently, and allowing leadership to stay focused on strategic priorities.

The ideal candidate is well organized, takes initiative, and is comfortable managing both visitor-facing duties and administrative support in a dynamic office setting.

Reception and office coordination

• Serve as the initial point of contact for guests and provide a professional, welcoming front-office experience.
• Handle incoming telephone calls, emails, and deliveries in an organized and timely manner.
• Arrange meeting spaces, visitor entry, and refreshments as needed.
• Keep the reception area and shared office spaces neat, orderly, and presentable.
• Respond to day-to-day office questions and assist both employees and visitors.
• Work with facilities, IT, and building administration whenever support is required.

Executive assistant support for three leaders

• Manage calendars, appointments, meetings, and room reservations for three senior executives.
• Coordinate internal and external meetings so scheduling runs smoothly.
• Draft meeting agendas, prepare documents, and create basic presentations.
• Book travel and prepare travel itineraries.
• Process expenses, invoices, and simple administrative reports.
• Monitor action items and deadlines to help ensure follow-through.
• Act as a dependable contact point for both internal teams and external stakeholders.

Administration and organisation

• Maintain structured digital and paper-based filing systems.
• Assist with onboarding coordination for new hires.
• Support ad hoc office tasks and short-term projects as needed.
• Safeguard confidential and sensitive information at all times.

Candidate profile

This role suits someone who stays composed and professional in a busy reception setting, can independently prioritize requests across multiple executives, and identifies problems before they escalate. Clear communication, confident follow-up, and expectation management are essential.

Skills and experience

Applicants should have prior experience in reception, executive assistance, or general office support, and must be able to work on-site full time. Strong planning, time management, written communication, and verbal communication skills are required. The role also calls for experience dealing with senior stakeholders and visitors, along with confidence using Microsoft Office tools such as Outlook, Word, Excel, and Teams, plus expense platforms like Concur.

Additional advantages include experience supporting more than one executive at a time, exposure to a corporate or professional services environment, and fluency in both English and Arabic.

Working style

• Hands-on, practical, and solution-focused approach.
• Dependable, discreet, and trustworthy behavior.
• Ability to juggle multiple tasks and adapt quickly when priorities change.
• Visible, engaged presence within the office environment.