269 Administrative Head jobs in Saudi Arabia

Office Management

• Oversee day-to-day office operations to ensure efficiency and productivity.
• Maintain a clean, safe, and organised office environment.
• Manage office schedules and coordinate meetings and events.
• Ensure proper maintenance of office facilities and equipment.
• Liaise with service providers for repairs and maintenance.

Supplies Management

• Maintain an accurate inventory of office supplies and equipment.
• Ensure timely replenishment of supplies to avoid shortages.
• Conduct regular assessments of supplier performance.

Support Services

• Provide administrative support to the office team.
• Manage correspondence, phone calls, meeting agendas, document controlling, filing, record-keeping and petty cash management.
• Assist with a wide variety of ad-hoc projects or tasks as needed that serves the wider interests of the office and family.
• Coordinate closely with the executive leadership and other department heads to support the company wide operational needs.
• Organise and maintain digital and physical data management. (KSA and International)

Travel Logistics Support

• Assist in travel itineraries, including flights, accommodation, transportation, experiences, events and concierge services.
• Ensure travel arrangements align with the family's preferences and requirements.
• Handle any travel-related issues or changes promptly.
• Assist in compliance with departmental operational budgetary guidelines.

Visa Management Support

• Assist and oversee visa applications and track visa renewals for the family and staff.
• Maintain accurate records of visa status and expiration dates.
• Oversee and track all staff and family travel movement comply with immigration regulations in all relevant jurisdictions.
• Keep a track on changes in visa policies and procedures.

Academic / Professional Qualifications

• Bachelor's degree in business administration, Management, or a related field.

Relevant Experience

• Proven experience in a senior office administration role, preferably within a high-net-worth family office or similar environment.
• Strong organizational and multitasking abilities.
• Exceptional communication and interpersonal skills.
• Proficiency in Oracle NetSuite and office management software and tools.
• Ability to handle confidential information with discretion.
• Strong problem-solving, analytical and decision-making skills.
• Fluent in English.

Competencies

Job Competencies:

• Problem solving
• Multi-tasking skills
• Planning skills

Personal Competencies:

• Integrity
• Dependability
• Communication skills

About us

Founded in 1983, BTG Pactual is now the largest investment bank in Latin America. We're committed to a future where investing is dynamic and straightforward, which is why we're undergoing a digitization and expansion process across various fronts. Our entrepreneurial mindset allows us to empathize with our clients and understand their challenges, leading to swift, autonomous, and bureaucracy-free solutions. Renowned for our excellence, flexibility, and versatility, we serve clients from our offices in Brazil, Chile, Colombia, Peru, Mexico, Argentina, the United States, United Kingdom, Portugal, Spain, Luxembourg, and Saudi Arabia. For more information visit

The role

BTG Pactual is seeking to hire an Office & Administration Manager based in Riyad (Saudi Arabia) .

The successful candidate will be responsible for administration, office management, and executive assistance.

Responsibilities

Administrative:

• Government Relations: Oversee and manage the company’s accounts with regulatory bodies, including the Ministry of Commerce, Ministry of Investment, Ministry of Human Resources, Zakat & Tax Authority, and other relevant authorities.
• Executive Support: Provide executive assistance, including managing tasks, maintaining a contacts database, handling communications (emails, calls), and performing follow-ups on critical tasks.
• Calendar and Meeting Management: Coordinate diaries and calendars, arrange meetings, schedule conference calls, and ensure efficient time management for executives.

Office Management:

• Workspace Coordination: Maintain the office floor plan and coordinate office moves in collaboration with IT (including desk allocation, security passes, and setup).
• Reception Oversight: Support reception staff by managing schedules, approving holiday requests, and handling absences.
• Office Maintenance & Safety: Oversee office maintenance, manage first aid, fire safety, and health and safety compliance. Arrange necessary maintenance services and liaise with external cleaning companies to ensure a well-maintained office environment.
• Vendor & Expense Management: Maintain relationships with office vendors, review service costs, verify invoices, and manage operational expenses and bookkeeping.

Logistics:

• Travel Arrangements: Coordinate travel bookings and logistics for executives, working closely with the designated travel agency.
• Event Coordination: Arrange and manage company events, including executive dinners and other hosted functions.
• Expense Management: Submit and track travel expenses and claims on behalf of executives.

Skills & Experience

• Bilingual: Fluent in both English and Arabic.
• Education: Bachelor's degree or Diploma in a relevant field.
• Experience: Robust experience in a similar role.
• Self-Motivation: Proactive and self-driven approach to office management.
• Multitasking & Prioritization: Ability to manage multiple tasks and prioritize effectively under pressure.
• Attention to Detail: Strong focus on accuracy and detail in all tasks.
• Organized & Methodical: Highly organized with a structured and systematic approach to work.
• Communication Skills: Excellent verbal and written communication skills, with the ability to interact effectively across all levels.
• IT Proficiency: Strong proficiency in office software and IT systems.
• Organizational Skills: Exceptional ability to organize tasks, schedules, and resources efficiently.
• Management Skills: Strong leadership and team management skills to oversee office staff and operations.

Our offer

BTG Pactual is a global financial institution that retains the culture, pace, and agility of a young company. As an expanding firm, we are committed to attracting, developing, and retaining the very best talent, by offering a workplace where results are truly recognized and rewarded. We offer a fantastic opportunity for you to grow including:

• Professional, international working environment
• Challenging, rewarding career
• Collaborative environment
• Competitive compensation package, including performance-based annual bonus
• 25 working days vacation
• Health Insurance

BTG Pactual is dedicated to promoting an inclusive culture and does not discriminate based on race, colour, religion, gender identity, sexual orientation, nationality, disability, or age, reinforcing our commitment to diversity.

HEAD OF ADMINISTRATIVE SUPPORT

Role Description

Role Title

Head of Administrative Support

Company

CTRD Company for Business Services (CTRD Arabia) is a company registered in the Kingdom of Saudi Arabia (CR:

Company Overview

We work with partners enabling and supporting through advice and operational support. We place a great deal of value in strong personal relationships - becoming trusted advisers to our partners and working with them to identify and resolve their capability challenges. 

People are at the heart of what we do - both within our organisation and when working with others externally. Our success is bound up in getting our relationships right, delivering on what we commit to, holding ourselves accountable and maintaining humility in everything we do.

Background & Role Overview

CTRD Arabia is searching for an experienced Head of Administrative Support, capable of operating in a high paced office and assisting in the management of documentation in both English and Arabic.

The Programme Management Office (PMO) is responsible for the administration and documentary oversight of all project and programme management activities. This includes the recording of data on manpower, routine and irregular reporting, the management of Risk, and the management of a team of linguists to interpret and translate.  The office makes wide use of Microsoft Office software (including Microsoft Project and SharePoint).

The Head of Admin will oversee all administrative efforts ensuring that documents are properly controlled in both digital and electronic form and that the management of critical data is efficient and accurate.

The successful candidate will be articulate in both English and Arabic, positive and confident working in a multi-cultural defence environment.  They will be intelligent and willing to contribute as the Company develops and refines its administrative and management processes. They will be willing to manage flexible hours which sometimes require additional time and effort for success.  This role will not always be 9 – 5.

Location

Riyadh, working both from Company and Client offices, the job may require some movement each day between these locations.

Short term visits to other sites in Saudi Arabia may be required.

Hours of Work

9am – 5pm

Contract Type

Fixed Term Contract Full Time  

Role Responsibilities

1. Contribute to the development of the administrative processes that support a young and growing business – human and technical.

2. Control of the storage of all documentation, paper and digital.

3. Control of the movement of documentation in physical and electronic form between the Company and the Client.

4. Contributing towards weekly reporting to the Client. For example, extraction of data from spreadsheets.

5. Contributing to the management of the quality of documentary products in English but primarily in Arabic.

6. Contribute to the development of systems and procedures to support the wider Programme Management effort.

7. Control of hardware and software within the Programme.

8. Advice to other staff on the technical use of Company IT software and hardware – for example procedures for the use of printers.

9. Occasional delivery of documents by hand.

10. Management of Company assets: for example, control of the car fleet.

Requirements

Essential

• Advanced familiarity with MS Office (Word, Excel, PowerPoint)
• SharePoint
• Teams
• Outlook
• English and Arabic (advanced written and spoken)
• Document management skills (paper and electronic)
• Current Driving Licence

Desirable

• Power Automate
• Database solutions
• Familiarity with Project and Programme Management procedures
• Familiar with Translation procedures
• A knowledge of the defence sector
• A knowledge of Risk Management procedures

Your Trusted Partner for Quality Construction in Saudi Arabia

At Dorar Tammam General Contracting Company (DTC), we specialize in delivering exceptional construction solutions tailored to your needs.

Founded in Saudi Arabia in 2004, Dorar Tammam General Contracting Company In Saudi Arabia (DTC) has grown to become one of the Gulf leading construction contractors

Language: Proficient in English; knowledge of Arabic is a plus.

We are seeking a highly organised, responsible, and proactive Executive Assistant who will play a vital role in supporting the daily activities of the company’s top executive. The ideal candidate will be the boss's right-hand person, handling administrative tasks, managing schedules, facilitating communication, and ensuring seamless day-to-day operations. This position requires a high level of discretion, professionalism, and dedication.

• Manage and maintain the Boss’s calendar, including scheduling meetings, appointments, and travel.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Organize and maintain files, records, and important documents.
• Handle confidential and sensitive information with the utmost discretion.
• Draft emails, letters, memos, and reports in English and/or Arabic required.

• Act as the point of contact between the Boss and internal/external stakeholders.
• Screen calls, emails, and messages, responding when appropriate and escalating when necessary.
• Coordinate with departments and ensure the Boss is updated on key internal matters.

• Make travel arrangements, including flights, hotels, transportation, and visa processing if needed.
• Prepare detailed travel itineraries and ensure smooth execution of travel plans.

• Assist with both professional and occasional personal tasks as required.
• Ensure the Boss’s office is organized, well-maintained, and fully equipped.
• Run errands and manage special requests, maintaining flexibility and a service-oriented approach.

• Assist in preparing presentations, reports, and data analysis as requested.
• Monitor deadlines and ensure timely submission of reports and documents.

• Maintain a polished, professional appearance and demeanor.
• Ensure punctuality, reliability, and confidentiality at all times.
• Adapt to the Boss’s working style and preferences to ensure efficiency.

• Experience: Minimum 2–5 years as a Personal Assistant, Executive Assistant, or in a similar role.
• Education: Bachelor’s Degree preferred, though not mandatory, if substantial experience exists.
• Language: Proficient in English; knowledge of Arabic is a plus.
• Tech Skills: Strong skills in Microsoft Office (Word, Excel, PowerPoint), email communication, calendar apps, etc.
• Soft Skills: Exceptional organization, communication, discretion, problem-solving, and time management skills.
• Nationality: Open to all nationalities, but must be available to work in Saudi Arabia or be willing to relocate.

• The role demands a high level of trust and the ability to work independently.
• Candidates must be able to handle pressure and maintain composure in a fast-paced environment.
• Flexibility in working hours may be required occasionally based on the Boss’s schedule.
• A professional and respectful attitude is essential, with a willingness to learn and grow with the role.

Executive Assistant to the General Manager - MEMR

Job Summary:

We are seeking a highly organized, proactive, and exceptionally skilled Executive Assistant to provide comprehensive administrative and strategic support to our General Manager. This pivotal role requires a dynamic individual who can manage complex schedules, facilitate seamless communication, and prepare impactful presentations. The ideal candidate must be willing to travel frequently, possess impeccable English communication skills (both written and verbal), and demonstrate advanced proficiency in Microsoft Excel and PowerPoint.

Key Responsibilities:

• Administrative Support:
  • Manage and maintain the General Manager's complex calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prioritize and manage incoming communications (emails, calls, mail), drafting responses and redirecting as appropriate.
  • Organize and prepare for meetings, including drafting agendas, taking minutes, tracking action items, and ensuring timely follow-up.
  • Prepare and process expense reports, invoices, and other financial documents.
  • Maintain highly organized digital and physical filing systems.
  • Handle confidential and sensitive information with the utmost discretion.
• Travel Management:
  • Arrange domestic and international travel logistics, including flights, accommodation, ground transportation, and visa applications.
  • Prepare detailed itineraries and travel packs.
  • Provide on-the-go support to the General Manager during business trips as needed.
• Communication & Presentation:
  • Draft, proofread, and edit a variety of documents, including reports, presentations, memos, and correspondence, ensuring accuracy and professional quality.
  • Develop and deliver compelling presentations using Microsoft PowerPoint for internal and external stakeholders, often on behalf of the General Manager.
  • Create and maintain sophisticated spreadsheets using Microsoft Excel for data analysis, reporting, and tracking key performance indicators.
  • Act as a primary point of contact for internal and external stakeholders, representing the General Manager professionally and effectively.
• Project & Initiative Support:
  • Assist in the coordination and execution of special projects and initiatives as assigned by the General Manager.
  • Conduct research, compile data, and prepare summaries to support decision-making.

Qualifications:

• Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Minimum of 2-4 years of experience as an Executive Assistant supporting senior-level executives, preferably within a fast-paced corporate environment.
• Must be willing and able to travel frequently, both domestically and internationally, sometimes with short notice.
• Exceptional command of the English language, both written and verbal, with a proven ability to communicate clearly, concisely, and persuasively.
• Advanced proficiency in Microsoft Office Suite, particularly Excel (e.g., pivot tables, VLOOKUP, complex formulas, data visualization) and PowerPoint (e.g., creating professional templates, animations, impactful slide design, incorporating charts and graphs).
• Strong organizational and time management skills with the ability to multitask and prioritize effectively in a demanding environment.
• Demonstrated ability to work independently with minimal supervision and as part of a team.
• High degree of professionalism, integrity, and discretion.
• Proactive, resourceful, and detail-oriented with a strong problem-solving aptitude.

Riyadh, Saudi Arabia | Posted on 01/15/2025

We are looking for a proactive and highly organized bilingual Executive Assistant to provide executive-level administrative support to 1-3 Partner-level consultants. This role involves supporting business development, managing schedules, coordinating travel, and handling daily administrative tasks.

Hours:

09:00 – 18:00 with additional hours as needed

• Build relationships with clients and client EAs.
• Proactively support business goals, RFPs, and tender responses.
• Maintain client contact lists and track sales activity.
• Assist with customized mailings and document preparation.

• Manage Partner schedules, coordinate meetings, and identify opportunities for follow-ups.
• Assist with complex project scheduling.

• Coordinate travel, accommodation, and logistics.
• Work with teams to secure business visas and work permits.
• Group client meetings for efficient travel planning.

• Manage documents and project deliverables.
• Act as the central point of contact for Partner administrative needs.

• Prepare monthly timesheets and expense reports.
• Request Purchase Orders (POs) for project teams.

• Provide coverage for absent EAs and during transitions.
• Assist in training and onboarding new EAs.
• Participate in team meetings to improve processes.

• 3+ years of experience in a similar role.
• Proficiency in Microsoft Word, PowerPoint, Outlook, and Excel.
• Bilingual in English and Arabic is required.
• Knowledge of CRM systems (Microsoft Dynamics), Google Drive and SharePoint, a plus but not necessary.
• Experience in professional services or management consultancy is a plus.

• Positive, proactive, and collaborative team player.
• Strong organizational and time-management skills.
• Ability to work independently and manage multiple tasks.
• Excellent communicator and problem solver.
• Detail-oriented with a strong service focus.
• Discreet and able to maintain confidentiality.

Competitive salary and comprehensive benefits.

Professional development opportunities and career mobility.