Executive Assistant

Role overview

A multinational pharmaceutical organization based in Riyadh is seeking an experienced Executive Personal Assistant to support senior leadership in a dynamic, fast-moving international setting. The position calls for someone who is highly organized, resourceful, and attentive to detail, with the ability to handle a wide range of administrative and coordination tasks.

Key responsibilities

• Handle demanding executive calendars spanning several international time zones by using Microsoft Outlook effectively.
• Organize meetings for internal and external stakeholders, including venue reservations and international conference calls.
• Plan both local and overseas travel, covering flights, accommodation, visa arrangements, and related expense documentation.
• Submit and track expense claims in Concur while following internal policy requirements.
• Assist with budget tracking, procurement tasks, and PR/PO workflows in Coupa.
• Keep a close watch on team spending and ensure financial records remain accurate and up to date.
• Support communication and collaboration tools such as Microsoft Teams, SharePoint, and Outlook distribution lists.
• Draft polished presentations, reports, agendas, briefing notes, and minutes for meetings.
• Coordinate company events and manage the associated logistics from planning through execution.
• Help onboard new team members and support their integration into the organization.
• Work with cross-functional teams to improve workflows and provide broad administrative assistance wherever needed.

Requirements

• A bachelor's degree or an equivalent academic qualification is required.
• Applicants should bring 3 to 6 years of experience supporting senior leaders as an Executive Assistant or Personal Assistant.
• Experience in a large multinational or international business environment is an added advantage.
• Strong ability to manage calendars, plan ahead, and stay organized under pressure.
• Proven background in arranging international travel and balancing multiple priorities.
• Comfortable using Microsoft Office, Outlook, Teams, SharePoint, Concur, and Coupa.
• Excellent written and verbal communication skills, with the ability to work across cultures and different levels of the organization.
• Must demonstrate a high standard of professionalism, discretion, and confidentiality.
• Solid multitasking, troubleshooting, and time-management capabilities.
• Should be proactive, adaptable, self-driven, and effective in a high-paced environment.
• Fluency in English, both spoken and written, is essential.

Additional information

This role is in the pharmaceutical industry and is based in Riyadh, Saudi Arabia. It is a full-time, onsite position. The expected experience level is 3 to 6 years.