Office & Administration Manager

4 days ago

Riyadh, Ar Riyāḑ, Saudi Arabia BTG Pactual Full time

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 www.btgpactual.com.

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:

  1. 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.
  2. Executive Support: Provide executive assistance, including managing tasks, maintaining a contacts database, handling communications (emails, calls), and performing follow-ups on critical tasks.
  3. Calendar and Meeting Management: Coordinate diaries and calendars, arrange meetings, schedule conference calls, and ensure efficient time management for executives.

Office Management:

  1. Workspace Coordination: Maintain the office floor plan and coordinate office moves in collaboration with IT (including desk allocation, security passes, and setup).
  2. Reception Oversight: Support reception staff by managing schedules, approving holiday requests, and handling absences.
  3. 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.
  4. Vendor & Expense Management: Maintain relationships with office vendors, review service costs, verify invoices, and manage operational expenses and bookkeeping.

Logistics:

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

Skills & Experience

  1. Bilingual: Fluent in both English and Arabic.
  2. Education: Bachelor's degree or Diploma in a relevant field.
  3. Experience: Robust experience in a similar role.
  4. Self-Motivation: Proactive and self-driven approach to office management.
  5. Multitasking & Prioritization: Ability to manage multiple tasks and prioritize effectively under pressure.
  6. Attention to Detail: Strong focus on accuracy and detail in all tasks.
  7. Organized & Methodical: Highly organized with a structured and systematic approach to work.
  8. Communication Skills: Excellent verbal and written communication skills, with the ability to interact effectively across all levels.
  9. IT Proficiency: Strong proficiency in office software and IT systems.
  10. Organizational Skills: Exceptional ability to organize tasks, schedules, and resources efficiently.
  11. 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:

  1. Professional, international working environment
  2. Challenging, rewarding career
  3. Competitive compensation package, including performance based annual bonus
  4. 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.

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