Executive Assistant To Partners

About Ollen

Ollen is a renowned consulting and design firm working across strategy, design, and execution. We help organizations translate ideas into real-world outcomes by combining strategic thinking, creative development, and hands‑on implementation support. Our work spans research, strategy, growth planning, customer experience, brand development, packaging, retail and commercial environments, project coordination, digital platforms, and execution supervision. We work with private and public sector organizations across consumer goods, retail, food and beverage, hospitality, agribusiness, industrials, infrastructure, and economic development.

The Executive Assistant will play an integral role in supporting Ollen Saudi Arabia office operations, leadership coordination, client‑facing administration, and day‑to‑day execution. The role is focused on organizing meetings, schedules, documents, communications, logistics, office support, supplier coordination, and internal follow‑up.

This is a high‑trust, detail‑oriented coordination role. We are looking for someone with strong discipline, confidentiality, bilingual communication skills, and the ability to support senior leaders, clients, and project teams without constant supervision.

• Manage calendars, meeting schedules, reminders, travel plans, and day‑to‑day coordination for Ollen's Saudi Arabia leadership and team.
• Coordinate internal and external meetings, including invitations, room bookings, virtual links, agendas, minutes of meeting, and follow‑up trackers.
• Prepare, format, organize, and maintain proposals, letters, credentials, presentations, reports, contracts, forms, and other business documents.
• Maintain structured filing, document control, contact lists, client records, supplier records, and administrative trackers.
• Support travel, accommodation, visa, courier, event, workshop, and meeting logistics across Saudi Arabia and the wider region.
• Coordinate with suppliers, service providers, landlords, government‑service providers, translators, designers, printers, and other external parties where required.
• Support basic finance administration, including invoice coordination, purchase requests, receipts, expense documentation, and follow‑up with accounting.
• Support HR and office administration, including onboarding documents, employee records, attendance coordination, leave tracking, and office requirements.
• Maintain CRM or pipeline trackers, client meeting notes, relationship records, and market intelligence notes for the Saudi Arabia office.
• Handle phone calls, emails, Whats App coordination, and stakeholder follow‑ups in a professional and timely manner.
• Support events, workshops, client sessions, business development activities, and leadership visits.
• Maintain confidentiality across client matters, internal discussions, financial information, employee matters, and leadership communications.

• Executive office and leadership support.
• Client meeting and stakeholder coordination.
• Document formatting, filing, proposal support, and presentation preparation.
• Travel, logistics, office administration, and event support.
• Supplier, procurement, invoice, and expense coordination.
• HR, onboarding, attendance, and administrative record keeping.
• Saudi office setup and day‑to‑day operational support.

• Minimum 3‑5 years of experience as an executive assistant for Senior/leadership roles.
• Previous experience in consulting, professional services, design, architecture, real estate, family office, corporate, government, or client‑facing environments is preferred.
• Excellent written and spoken Arabic and English.
• Strong command of Microsoft Office and Google Workspace, especially Word, PowerPoint, Excel, Outlook, Teams, Google Drive, and calendar tools.
• Strong document formatting, note‑taking, file organization, and follow‑up discipline.
• High level of confidentiality, discretion, professionalism, and judgment.
• Ability to manage multiple priorities, urgent requests, and senior stakeholders calmly and accurately.
• Strong understanding of Saudi business etiquette, meeting culture, and administrative processes.
• Proficiency in using AI tools for drafting, formatting, summarizing, scheduling support, and productivity is a plus.
• Bachelor's degree or diploma in business administration, office management, communications, or related fields is preferred.
• A central support role with direct access to Ollen's leadership team.
• Exposure to strategy, design, execution, business development, consulting, and client‑facing work.
• A practical, entrepreneurial, high‑accountability working environment.
• Exposure to meaningful projects across Saudi Arabia and the wider Middle East.
• Potential to grow into office management, project coordination, operations, or executive office responsibilities over time.