Role Overview
This role serves as the first impression of the business and a key support function for three senior leaders, including the Country Lead. It plays a critical role in ensuring the office operates smoothly, visitors receive a professional and welcoming experience, and executives remain focused on their priorities.
The position is ideal for someone who is highly organized, proactive, and comfortable balancing front-of-house responsibilities with executive support in a fast-paced environment.
Key Responsibilities
Reception & Office Coordination
- Act as the first point of contact, welcoming visitors and ensuring a professional front-of-house experience
- Manage incoming calls, emails, and deliveries efficiently
- Coordinate meeting rooms, visitor access, and refreshments
- Maintain a tidy, organized, and presentable reception and shared office areas
- Handle general office queries and provide support to staff and visitors
- Liaise with facilities, IT, and building management as required
Executive Assistant Support (3 Executives)
- Manage calendars, meetings, and room bookings for three senior executives
- Coordinate internal and external meetings, ensuring smooth scheduling
- Prepare meeting agendas, documents, and basic presentations
- Arrange travel bookings and itineraries
- Manage expenses, invoices, and basic administrative reporting
- Track actions and deadlines to ensure timely execution
- Act as a trusted point of contact for internal and external stakeholders
Administration & Organisation
- Maintain organized digital and physical filing systems
- Support onboarding logistics for new employees
- Assist with ad hoc administrative tasks and projects
- Ensure confidentiality of sensitive information at all times
Candidate Profile
- Able to remain calm and professional in a busy reception environment
- Strong ability to prioritize across multiple executives independently
- Proactive in identifying and resolving issues early
- Clear and professional communicator
- Comfortable managing expectations and following up when needed
Skills & Experience
Essential
- Proven experience in a receptionist, Executive Assistant, or office support role
- Ability to work from the office on a full-time (daily) basis
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Experience interacting with senior stakeholders and visitors
- Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) and expense tools (e.g., Concur)
Desirable
- Experience supporting multiple executives simultaneously
- Background in a corporate or professional services environment
- Fluency in English and Arabic
Working Style
- Hands-on, proactive, and solution-oriented
- Reliable, discreet, and highly trustworthy
- Comfortable multitasking and shifting priorities
- Visible and engaged presence within the office environment
