Office Manager and Executive Assistant

About the Role
Neuberger Berman is seeking an experienced Office Manager and Executive Assistant for a 5-month contract. This role requires a strong team player with exceptional interpersonal and communication skills, capable of proactively anticipating the needs of the client base. The ideal candidate will have 5-10 years of relevant experience, preferably within the financial services industry.
Key Responsibilities

Provide comprehensive administrative support to team members.
Ensure accurate logging of meeting reports on Salesforce.
Maintain, organize, and review calendar entries for team members, ensuring accurate meeting details, logistics, and notes.
Schedule internal and external meetings and conference calls, coordinating room bookings and related arrangements.
Provide phone coverage, screening and routing time-sensitive calls, and communicating detailed messages.
Offer temporary cover for other team Executive Assistants as needed.
Coordinate travel arrangements, including flights, hotels, and ground transportation.
Act as the main point of contact for MENA roadshows, managing agendas, logistics, schedules, visas, and visitor requirements.
Anticipate client visit needs and coordinate internally.
Manage the log of annual general partner meetings and industry conferences.
Register team members for conferences and events, coordinating all associated logistics.
Serve as a key liaison with internal groups and support areas across the firm.
Process business expenses and perform monthly reconciliation of corporate card statements.
Coordinate print jobs with internal or external printers.
Maintain office supplies and manage multiple office vendors and service providers, including facilities, hospitality, and housekeeping.
Act as the main point of contact for office-related matters, including facilities, landlord communication, permits, and ongoing maintenance.
Ensure the Riyadh office remains fully operational, coordinating any setup or operational requirements.
Liaise with IT on video conference setups or other matters requiring IT support.
Assist with yearly office archiving.
Act as the Riyadh office point of contact for day-to-day HR matters.
Support the onboarding of new employees.
Manage local portals such as Qiwa and GOSI, including contracts, renewals, and employee follow-ups.
Coordinate employee visa applications and required travel documentation.

Required Qualifications and Skills

Experience as an Executive Assistant, Support Assistant, or in a relevant role within the financial services industry.
Ability to perform effectively in a fast-paced environment.
Confidence and professionalism when working with senior-level individuals across the firm.
Excellent organizational skills with a high level of attention to detail.
Strong time management skills, with the ability to prioritize multiple tasks efficiently.
Resourceful and adaptable, able to manage multiple and changing priorities.
Proactive approach to following up on details, anticipating issues, and closing out requests.
Excellent phone and in-person manner, with a strong customer service focus in a demanding work environment.
Sound judgment and discretion when handling confidential information.
Team-oriented, while also capable of working independently with minimal guidance.
Proficient in Microsoft Office (Excel, Word, PowerPoint, and Outlook).