office administration

BTG Pactual

<div>
 
 About Us
 
 
 
 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 &amp; Administration Manager based in
 
 Riyad (Saudi Arabia)
 
 .
 
 
 The successful candidate will be responsible for administration, office management and executive assistance.
 
 
 
 Responsibilities
 
 
 
 
 Administrative:
 
 
 
 <ul>
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 Government Relations: Oversee and manage the company&rsquo;s accounts with regulatory bodies, including the Ministry of Commerce, Ministry of Investment, Ministry of Human Resources, Zakat &amp; Tax Authority, and other relevant authorities.
 </li>
 <li>
 Executive Support: Provide executive assistance, including managing tasks, maintaining a contacts database, handling communications (emails, calls), and performing follow-ups on critical tasks.
 </li>
 <li>
 Calendar and Meeting Management: Coordinate diaries and calendars, arrange meetings, schedule conference calls, and ensure efficient time management for executives.
 
 
 </li>
 </ul>
 
 Office Management
 
 
 
 <ul>
 <li>
 Workspace Coordination: Maintain the office floor plan and coordinate office moves in collaboration with IT (including desk allocation, security passes, and setup).
 </li>
 <li>
 Reception Oversight: Support reception staff by managing schedules, approving holiday requests, and handling absences.
 </li>
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 Office Maintenance &amp; 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.
 </li>
 <li>
 Vendor &amp; Expense Management: Maintain relationships with office vendors, review service costs, verify invoices, and manage operational expenses and bookkeeping.
 
 
 </li>
 </ul>
 
 Logistics
 
 
 
 <ul>
 <li>
 Travel Arrangements: Coordinate travel bookings and logistics for executives, working closely with the designated travel agency.
 </li>
 <li>
 Event Coordination: Arrange and manage company events, including executive dinners and other hosted functions.
 </li>
 <li>
 Expense Management: Submit and track travel expenses and claims on behalf of executives.
 
 
 </li>
 </ul>
 
 Skills &amp; Experience
 
 
 
 <ul>
 <li>
 Bilingual:Fluent in both English and Arabic.
 </li>
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 Education:Bachelor's degree or Diploma in a relevant field.
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 Experience:Robust experience in a similar role.
 </li>
 <li>
 Self-Motivation:Proactive and self-driven approach to office management.
 </li>
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 Multitasking &amp; Prioritization:Ability to manage multiple tasks and prioritize effectively under pressure.
 </li>
 <li>
 Attention to Detail:Strong focus on accuracy and detail in all tasks.
 </li>
 <li>
 Organized &amp; Methodical:Highly organized with a structured and systematic approach to work.
 </li>
 <li>
 Communication Skills:Excellent verbal and written communication skills, with the ability to interact effectively across all levels.
 </li>
 <li>
 IT Proficiency:Strong proficiency in office software and IT systems.
 </li>
 <li>
 Organizational Skills:Exceptional ability to organize tasks, schedules, and resources efficiently.
 </li>
 <li>
 Management Skills: Strong leadership and team management skills to oversee office staff and operations.
 
 
 </li>
 </ul>
 
 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
 
 
 <ul>
 <li>
 Professional, international working environment
 </li>
 <li>
 Challenging, rewarding career
 </li>
 <li>
 Collaborative environment
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 Competitive compensation package, including performance based annual bonus
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 25 working days vacation
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 Health Insurance
 
 
 </li>
 </ul>
 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.
 
 
 By submitting this application, I agree to share the information above. Your information will only be used to evaluate the application process and talent database for BTG Pactual and its subsidiaries in accordance with our privacy policy.
</div>

Office & Administration Manager

Confidential

<div>
 
 We are hiring an enthusiastic
 
 Receptionist / Office Administrator
 
 with a salary of
 
 up to 8,000
 
 .
 
 
 
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Greet and assist visitors and clients.
 </li>
 <li>
 Answer and direct phone calls.
 </li>
 <li>
 Manage the office calendar and meeting schedules.
 </li>
 <li>
 Handle office supplies, mail, deliveries, and general office organization.
 </li>
 <li>
 Coordinate with office boys and facility staff.
 </li>
 <li>
 Support the management team with basic administrative tasks.
 </li>
 </ul>
 
 
 
 
 
 Requirements:
 
 
 <ul>
 <li>
 Previous experience in a receptionist or office admin role.
 </li>
 <li>
 Strong communication and customer service skills.
 </li>
 <li>
 Proficiency in Microsoft Office.
 </li>
 <li>
 Excellent organizational and multitasking abilities.
 </li>
 <li>
 Able to join immediately or on short notice.
 </li>
 </ul>
 
 
</div>

Receptionist/ Office Administration

Ultima Markets

<div>
 
 
 Join Ultima Markets
 
 
 
 
 Ultima Markets
 
 is a multi-asset trading platform with various global offerings to adapt to investors from all walks of life. Investors trading on our platform get access to CFD financial instruments, including Forex, Commodities, Indices and Shares.
 
 
 
 
 
 As a client-oriented broker, we aim to offer a wide range of products to suit the needs of various clients. Until now, we have served clients from 172 countries and regions with our trustworthy services and well-built trading systems.
 
 
 
 
 
 To learn more about our company, please visit our website:
 
 https://www.ultimamarkets.com
 
 .
 
 
 
 
 
 
 Responsibilities
 
 
 <ul>
 <li>
 
 Employee Compensation &amp; Benefit Management
 
 </li>
 </ul>
 
 - Ensure accurate and timely payroll processing in compliance with statutory regulations, coordinating closely with finance teams and external vendors to maintain confidentiality and integrity.
 
 
 - Oversee the processing of employee expense claims in accordance with benefit policies and internal financial controls.
 
 
 - Maintain and regularly update comprehensive employee records within designated systems to support payroll accuracy and audit requirements.
 
 
 - Monitor and implement updates to employee benefit plans in line with changes in Indonesian labor laws and company policies.
 
 <ul>
 <li>
 
 Recruitment &amp; Employee Onboarding
 
 </li>
 </ul>
 
 - Manage the end-to-end recruitment process, including job postings, resume screening, proactive candidate sourcing, conducting phone screenings, coordinating interview schedules, and supporting hiring managers in candidate evaluation and selection.
 
 
 - Coordinate end-to-end onboarding for new hires by preparing documentation, arranging orientation sessions, and collaborating with cross-functional and regional teams (e.g. IT, HQ HR) to ensure a seamless integration process.
 
 <ul>
 <li>
 
 General HR Administrative Tasks
 
 </li>
 </ul>
 
 - Manage accurate tracking and maintenance of employee attendance records via the designated attendance management system, providing regular reports to management.
 
 
 - Administer employee leave requests and approvals, ensuring adherence to company policies and relevant labor regulations, with timely reporting to management.
 
 <ul>
 <li>
 
 Office Operations &amp; Vendor Management
 
 </li>
 </ul>
 
 - Oversee smooth daily office operations, coordinating maintenance, repairs, and housekeeping services to maintain an optimal work environment. Manage procurement and inventory control for office supplies and equipment, ensuring operational efficiency.
 
 
 - Liaise with office space vendors, service providers, and external contractors to effectively manage leases, contracts, and service agreements.
 
 
 - Lead projects for new office locations, ensuring alignment with company requirements, budget parameters, and operational objectives, when necessary.
 
 
 - Oversee all aspects of office setup logistics, including furnishing, utilities, and infrastructure readiness, to facilitate seamless transitions, when necessary.
 
 
 
 
 
 
 Experience and Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Human Resource Management, Business Administration, or related field.
 </li>
 <li>
 Basic knowledge of all HR functions, including recruitment, payroll, and employee relations.
 </li>
 <li>
 Proficiency in both English and Hindi (spoken and written). Proficiency in additional languages is a plus.
 </li>
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 Detail-oriented, well-organized, responsible, and able to maintain confidentiality.
 </li>
 </ul>
 
 
</div>

Human Resources & Office Administration Executive

VML Enterprise Solutions

<div><div><h3 class="jobSectionHeader">Who We Are:</h3>

At VML, we are a beacon of innovation and growth in an ever-evolving world. Our heritage is built upon a century of combined expertise, where creativity meets technology, and diverse perspectives ignite inspiration. With the merger of VMLY&amp;R and Wunderman Thompson, we have forged a new path as a growth partner that is part creative agency, part consultancy, and part technology powerhouse.

Our global family now encompasses over 30,000 employees across 150+ offices in 64 markets, each contributing to a culture that values connection, belonging, and the power of differences. Our expertise spans the entire customer journey, offering deep insights in communications, commerce, consultancy, CRM, CX, data, production, and technology. We deliver end-to-end solutions that result in revolutionary work.</div><h3 class="jobSectionHeader">
The opportunity:</h3>

We are seeking an experienced Executive Assistant (7&ndash;12 years) to support our CXO in a fast-paced software/IT environment. This role is ideal for someone who has worked closely with senior leadership in mid-size or large technology organizations and can handle complex coordination, communication, and administrative responsibilities with excellence.
<h3 class="jobSectionHeader">
What you'll be doing:</h3>
<ul><li>Managing complex calendar scheduling, prioritizing meetings, and ensuring efficient time management for the CXO.</li>
<li>Coordinating domestic and international travel, including flights, hotels, visas, and itineraries.</li>
<li>Handling expense management through tools such as SAP Concur or similar platforms.</li>
<li>Preparing polished communications, presentations, and reports, ensuring accuracy and clarity.</li>
<li>Supporting the CXO in day-to-day operations, including follow-ups, documentation, and task tracking.</li>
<li>Organizing meetings, taking minutes, and ensuring action items are completed on time.</li>
<li>Maintaining confidentiality and exercising discretion in handling sensitive information.</li>
<li>Collaborating with internal and external stakeholders to streamline communication and information flow.</li></ul> 

<h3 class="jobSectionHeader">
What we want from you:</h3>
<ul><li>7&ndash;12 years of Executive Assistant experience, preferably supporting CXO-level leaders in the software/IT sector.</li>
<li>Excellent oral and written communication skills with a professional and polished tone.</li>
<li>Strong proficiency in Microsoft 365 tools (Outlook, Excel, PowerPoint, Word, Teams, SharePoint).</li>
<li>Hands-on experience with expense management applications (e.g., SAP Concur).</li>
<li>Proven ability to manage travel planning and complex calendar management.</li>
<li>High level of organization, attention to detail, and ability to manage multiple priorities.</li>
<li>Professional demeanor with strong interpersonal skills.</li></ul> 

<h3 class="jobSectionHeader">
If you know some of this even better:</h3>
<ul><li>Experience working in a high-growth SaaS or IT services organization.</li>
<li>Ability to create executive-level dashboards, trackers, or reports.</li>
<li>Familiarity with project management or collaboration tools (e.g., Notion, Asana, Trello, Jira).</li>
<li>Experience supporting more than one senior leader or managing cross-functional coordination.</li>
<li>Basic understanding of finance workflows, procurement, or vendor management.</li>
<li>Ability to anticipate needs and proactively resolve issues before they escalate.</li></ul> 

<h3 class="jobSectionHeader">
What we can offer you:</h3>

Alongside the opportunity to work with some of the most exciting brands around the world, we'll also prioritise your career development and help you grow your skills. We'll empower you to make a difference, allow you to be yourself, and respect who you are.

Our personality and behaviours: We believe that we are what we do, not just what we say. Our shared values and behaviours show how to bring the VML Enterprise Solution's culture to life through the actions we all take every day:
<ul>
<li>Connect Meaningfully</li>
<li>Inspire Creatively</li>
<li>Include Purposefully</li>
<li>Approach Positively</li>
</ul>
Our brilliant, talented people are what makes VML Enterprise Solutions what we are. That's why we look for people who go beyond and always push our thinking to be better than yesterday.
<h3 class="jobSectionHeader">
AT VML Enterprise Solutions</h3>

Our Enterprise Solutions division houses strategic consultants, creative and technical architects and skilled developers and operators that together help some of the world's leading organisations to deliver outstanding digital experiences across all major routes to market worldwide: marketplaces, online retailers, D2C, B2B and social platforms. With over 4,200 experts in 55 operational centres across 34 countries, our capabilities span the entire buying journey from customer acquisition, through engagement, to conversion and loyalty, driving multi-channel growth for world-leading brands.

We work with some of the most exciting brands such as The Coca-Cola Company, EY, Bosch, Unilever, Ford, DFS, Mercedes-Benz, Johnson &amp; Johnson, Nestl&eacute;, Sainsbury's, Selfridges, Shell and Tiffany &amp; Co. We've built over 500 platforms for brands and retailers and generate in excess of $29bn annually for our clients and work with over 50 strategic partners including Adobe, SAP, Salesforce, HCL, Shopify, Sitecore, BigCommerce, commerce tools and Acquia. Our reputation is based on our people, and we believe we have some of the best in the business.

As our business grows internationally, we're looking for new people to join us on our journey to inspire and take a key role in shaping some of the best commerce solutions, services, and websites in the world. Working as a team, no problem is insurmountable; we share in our client's successes and believe that anyone can show creative bravery no matter what their role is in the team.<div>
WPP (VML Enterprise Solutions) is an equal opportunity employer and considers applicants for all positions without discrimination or regard to characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.

VML is a WPP Agency. For more information, please visit our website, and follow VML on our social channels via Instagram, LinkedIn, and X.

When you click &quot;Submit Application&quot;, this will send any information you add below to VML. Before you do this, we think it's a good idea to read through our Recruitment Privacy Policy. California residents should read our California Recruitment Privacy Notice. This explains what we do with your personal data when you apply for a role with us, and, how you can update the information you have provided us with or how to remove it.</div></div>

Executive Assistant - CEO's Office Administration

<div>
 Organizational Relationships
 
 
 Reports To: Assistant Manager/Lead Assistant Manager
 
 
 
 Skills
 
 
 
 Desirable Skills
 
 
 <ul>
 <li>
 Critical thinking and high independent decision making
 </li>
 <li>
 Strong analytical, Reasoning, and Problem solving skills
 </li>
 <li>
 Ability to comprehend and write in English for structured written communications. Emails/IMS to be sent to internal teams
 </li>
 <li>
 Strong interpersonal and communication skills &ndash; both verbal and written
 
 
 </li>
 </ul>
 Technical Skills
 
 
 <ul>
 <li>
 Good computer navigation skills
 </li>
 <li>
 Typing speed of 25 Words per Minute with 90% Accuracy
 </li>
 <li>
 Proficiency in healthcare information systems
 </li>
 <li>
 Ability to navigate through multiple applications
 
 
 </li>
 </ul>
 Process Specific Skills
 
 
 <ul>
 <li>
 Familiar with US Healthcare domain knowledge and understanding of healthcare regulations (HIPAA)
 </li>
 <li>
 Deep understanding of medical records and medical terminologies
 </li>
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 Ability to produce high quality in production environment.
 
 
 </li>
 </ul>
 Soft skills
 
 
 <ul>
 <li>
 Ability to understand and question established process guidelines for possible process improvements
 </li>
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 Attention for detail, and Strong analytical skills for processing medical documentation
 </li>
 <li>
 Possess keen sense of acquiring knowledge
 </li>
 <li>
 Adaptable and flexible to work in night shifts
 
 
 </li>
 </ul>
 
 Education Requirements And Work Experience
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in relevant field such as Biology, Biochemistry, Biotechnology etc
 </li>
 <li>
 Computer literacy
 </li>
 <li>
 Candidates with relevant business experience will be preferred
 </li>
 </ul>
</div>

Executive-Back Office-Claims Administration

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