Office Administrator

Agility; Saudi Arabia; On-site; SAR 150,000 - 200,000; Full time

Job summary

A multinational logistics firm is seeking a highly organized Office Administrator in Riyadh. This pivotal role ensures smooth daily operations at the KSA headquarters, providing crucial support to local and visiting leadership. Responsibilities include managing executive calendars, coordinating meetings and office logistics, and handling administrative tasks. A Bachelor’s degree in Business Administration and bilingual proficiency in Arabic and English are required.

Qualifications

• 3–5 years of experience in office administration or executive coordination.
• Strong understanding of Riyadh’s geography and local business etiquette.
• Bilingual proficiency in Arabic and English.

Responsibilities

• Manage complex meeting schedules for Riyadh-based leadership.
• Coordinate logistics for meetings and official visits.
• Support the setup and daily operations of the Riyadh office.

Skills

Leadership and Management skills

Data Visualization

Strategic Thinking

Influence & Communication

Education

Bachelor’s degree in Business Administration, Hospitality, or a related field

Tools

Power BI

Excel

Job description

Overview

Job Brief: We are looking for a highly organized and resourceful Office Administrator to anchor our growing presence in Riyadh. This role is pivotal in ensuring the seamless daily operations of our KSA headquarters and providing high-level support to both local and visiting leadership. You will be the primary coordinator for executive calendars, office setup, and high-profile stakeholder visits.

Responsibilities

• Executive Support: Manage complex meeting schedules and calendars for Riyadh-based leadership and visiting global executives, ensuring no overlaps and efficient time management.
• Meeting & Visit Logistics: Coordinate all aspects of meetings and official visits, including venue booking, security access for guests, preparation of materials, and managing attendee lists.
• Office Operations: Support the initial setup of the Riyadh office and manage daily operations, including supplies, facility maintenance, and workplace standards.
• Vendor & Service Coordination: Act as the primary point of contact for external service providers, including IT support, building management, PRO services (government relations), and general vendors.
• Stakeholder Hosting: Provide high-touch hospitality for visiting stakeholders and official delegations, ensuring a professional and welcoming environment.
• Event & Workshop Management: Lead the logistical planning for events, workshops, and office openings (e.g., managing catering, AV requirements, and guest invitations).
• Record Keeping: Maintain meticulous records of official correspondence, meeting minutes, and invitations to ensure an organized digital and physical filing system.
• Administrative Tasks: Handle diverse administrative duties such as expense processing, travel arrangements, and ad-hoc support for project teams.

Qualifications

• 3–5 years of experience in office administration or executive coordination, ideally within a multinational corporate environment or a high-growth startup in KSA.
• Bachelor’s degree in Business Administration, Hospitality, or a related field.
• Strong understanding of Riyadh’s geography, venue landscape, and local business etiquette.
• Bilingual proficiency in Arabic and English is essential to communicate effectively with local vendors and international leadership.
• General knowledge of Saudi labor laws and office registration processes is a significant advantage.

Proficiencies

• Leadership and Management skills.
• Data Visualization: Advanced proficiency in Power BI and Excel (lookups, pivot tables, and dashboard creation).
• Strategic Thinking: Ability to see the "big picture" across multiple business units (Logistics, Aviation, Ventures) while maintaining attention to detail.
• Influence & Communication: Strong interpersonal skills to hold senior leaders accountable for deadlines without direct reporting authority.