Executive Assistant to Partners

About Ollen

Ollen is a consulting and design company that operates across strategy, design, and delivery. The team supports organizations in turning ideas into practical outcomes through a mix of strategic planning, creative development, and hands-on implementation. Its work covers research, growth strategy, customer experience, brand building, packaging, retail and commercial spaces, project coordination, digital platforms, and supervision during execution. The firm serves private and public sector clients in consumer goods, retail, food and beverage, hospitality, agribusiness, industrials, infrastructure, and economic development.

About the Role

The Executive Assistant will be a key support resource for the Saudi Arabia office, helping with leadership coordination, client-facing administration, and daily operational execution. The position centers on organizing calendars, meetings, documents, communications, logistics, office tasks, supplier coordination, and internal follow-ups.

This is a trust-based coordination role that demands strong attention to detail, discipline, discretion, bilingual communication, and the ability to assist senior leaders, clients, and project teams with minimal supervision.

Responsibilities

In this role, you will support executive, operational, and administrative activities across the Saudi Arabia office.

• Plan and manage calendars, appointments, reminders, travel arrangements, and daily coordination for leadership and team members in Saudi Arabia.
• Arrange internal and external meetings, including invites, room scheduling, virtual meeting links, agendas, minutes, and follow-up action trackers.
• Draft, format, organize, and maintain business materials such as proposals, letters, credentials, presentations, reports, contracts, and forms.
• Keep filing systems, document control records, contact databases, client records, supplier records, and administrative trackers well organized.
• Assist with travel, lodging, visa processes, courier handling, events, workshops, and meeting logistics in Saudi Arabia and the wider region.
• Coordinate with vendors, service partners, landlords, government service providers, translators, designers, printers, and other external stakeholders as needed.
• Support basic finance administration, including invoice coordination, purchase requests, receipts, expense records, and communication with accounting teams.
• Assist with HR and office administration tasks such as onboarding paperwork, employee records, attendance tracking, leave logs, and office supply or requirement management.
• Maintain CRM or pipeline trackers, client meeting notes, relationship records, and market intelligence notes for the Saudi Arabia office.
• Handle phone calls, email correspondence, WhatsApp communication, and stakeholder follow-ups in a timely and professional manner.
• Support events, workshops, client sessions, business development work, and leadership visits.
• Protect confidentiality across client matters, internal discussions, financial information, employee matters, and leadership communications.

Functional Exposure

• Support for executive offices and leadership teams.
• Coordination of client meetings and stakeholder communication.
• Document preparation, filing, proposal assistance, and presentation support.
• Travel coordination, office administration, logistics, and event assistance.
• Supplier coordination, procurement support, invoice handling, and expense tracking.
• HR administration, onboarding, attendance, and record management.
• Day-to-day operational support for the Saudi Arabia office setup.

Experience and Requirements

The ideal candidate should bring solid executive support experience and be comfortable working in a high-responsibility environment.

• At least 3 to 5 years of experience supporting senior or leadership-level executives as an assistant.
• Prior exposure to consulting, professional services, design, architecture, real estate, family offices, corporate settings, government, or other client-facing environments is preferred.
• Strong verbal and written fluency in both Arabic and English.
• Excellent working knowledge of Microsoft Office and Google Workspace, especially Word, PowerPoint, Excel, Outlook, Teams, Google Drive, and calendar systems.
• Strong ability in document formatting, meeting notes, file organization, and disciplined follow-through.
• High standards of confidentiality, judgment, discretion, and professionalism.
• Ability to balance multiple priorities, urgent tasks, and senior stakeholder needs calmly and accurately.
• Good understanding of Saudi business etiquette, meeting practices, and administrative processes.
• Experience using AI tools for drafting, formatting, summarizing, scheduling support, and productivity is an added advantage.
• A bachelor’s degree or diploma in business administration, office management, communications, or a related field is preferred.

Opportunity

• A central support position with direct exposure to Ollen’s leadership team.
• Experience across strategy, design, execution, business development, consulting, and client-facing work.
• A hands-on, entrepreneurial environment with high responsibility and accountability.
• Exposure to projects across Saudi Arabia and the wider Middle East.
• Potential career growth into office management, project coordination, operations, or executive office leadership.