Executive Assistant Galderma

Job Title: Executive Assistant

Location : Riyadh KSA

Position Overview :

End to end business and administrative support to General Manager (GM) Saudi Arabia including implementing administration plans and processes to effectively meet office administrative needs, manage office equipment, facilities and outsourced services, and ensure smooth running of business activities in line with business needs, office requirements, Group guidelines and policies.

Highly organized and proactive to provide comprehensive administrative support to General Manager or LT.

You possess exceptional communication skills, a keen eye for detail, and the ability to handle multiple tasks efficiently in a fast-paced environment.

This position will play a crucial role in ensuring the smooth operation of the executive office and will act as a liaison between the GM and internal/external stakeholders.

Responsibilities :

• Apply practical knowledge of job area typically obtained through advanced education and work experience.
• Works independently with general/moderate supervision. Recognized as an intermediate-level contributor in the area of expertise, with impact primarily on own work and limited effect on peers. Problems faced are difficult but not typically complex and are typically solved by drawing from prior experiences and analyzing the issue.
• Administrative support to Saudi Arabia General Manager on all business activities, including meetings support, calendar management, travel bookings, events coordination, documentation, mail, routine reports, appointments, operating office equipment, and general enquiries.
• Implement and execute Administration & Secretarial programs, processes, and policies to meet business needs.
• Collaborate within teams to support activities such as responding to inquiries, data entry, reception, telephone/switchboard operations, and greeting visitors.
• Participate in driving transformation and change of Administration & Secretarial practices to maximize effectiveness and efficiency.

Administrative Support:

• Manage and maintain executives' schedules, including arranging meetings, appointments, and travel itineraries.
• Coordinate and prepare agendas, materials, and minutes for meetings and conferences.
• Handle correspondence, including drafting emails, memos, and reports as needed.
• Organize and maintain filing systems, both electronic and paper based as needed.

Travel Coordination:

• Arrange complex travel plans, including flights, accommodations, transportation, and itineraries.
• Ensure all travel arrangements align with company policies and executive preferences.

Meeting and Event Coordination:

• Plan and coordinate executive-level meetings, conferences, and corporate events.
• Prepare meeting rooms and materials, and ensure all logistics are handled efficiently.
• Liaise with internal and external parties to coordinate event details.

Communication and Liaison:

• Serve as the primary point of contact between executives and other staff or external partners.
• Screen and prioritize incoming calls, emails, and requests, ensuring timely responses.
• Maintain confidentiality and handle sensitive information with discretion.

Project Management:

• Assist in managing special projects and initiatives as directed by GM.
• Track project progress, prepare reports, and provide updates as needed.

Office Management:

• Oversee office supplies and equipment inventory, and order replenishments as needed.
• Ensure office operations run smoothly, including coordinating with other departments and vendors.
• Build relationships and understand customer and key stakeholders interests and concerns

Minimum Requirements

• Bachelor s Degree or equivalent experience/qualification
• Minimum 2-5 years of experience
• Excellent organizational and time-management skills
• Proficient in Microsoft Office Suite (with advanced skills in PowerPoint) and other relevant software.
• Strong verbal and written communication skills in English, with Arabic considered an advantage.
• Ability to handle multiple tasks simultaneously and work under pressure.
• High level of professionalism and discretion.
• Adaptability: flexibility to adjust to changing priorities and work environments.
• Problem-Solving: proactive approach to identifying and addressing challenges.