Office Manager, Executive Assistant (Bahrain)

Career Opportunities with Avana Companies

A great place to work.

As a people-first organization, AVANA Companies is the sum of our team members. Our team is the heart of our organization, across all our brands. Given everything they bring to the table, our goal is to enrich their lives as much as we enrich the lives of our clients and partners. At the end of the day, our passion is our people, and our purpose is to deliver Capital for a Better Tomorrow. As a united team, we passionately pursue that purpose – ultimately creating a lasting impression on our own lives and the lives of people around the world. We’re lucky that every day we get to collaborate and work together to accomplish that. It’s one of the many factors that make us a family of companies.

Want to learn more about how you can join our family? View our openings below and be sure to check back often, as our family is constantly growing!

Office Manager, Executive Assistant (Bahrain)

This role works in support of US operations. Working hours are 4 pm to 1 am local, Bahrain time.

Mission

The Executive Administrator is to enable the CEO to focus on his strategic objectives by handling administrative tasks efficiently, managing communications effectively, and providing support in various areas as needed. This role directly impacts the effectiveness of his office and is essential in ensuring smooth operations and facilitating the success of the organization.

Core Competencies

• Fostering Communication
• Information Gathering and Processing
• Planning and Organizing

Key Results

• Promote a positive work environment, ensuring inclusion and engagement, measured through weekly average pulse rating of the employees.
• Ensure all communications, appointments, presentations, etc. on behalf of the CEO are handled within 24 hours of receipt or 24 hours ahead of due dates.
• Improve efficiency ratio within Saudi office by 10%.
• Assist in recruiting and onboarding a diverse workforce.

Responsibilities

Executive and Personal Assistant

• Manage all incoming communications and messages for the CEO.
• Manage and organize calendars and appointment requests for the CEO.
• Manage travel, accommodations, and car rental expenses for the CEO and his family in the most economical manner.
• Attend administrative meetings as required and prepare meeting minutes.
• Create PowerPoint presentations and proofread documents as directed by CEO.
• Support all YPO network related matters and CEO postgraduate studies.
• Assist in any executive/personal errands and duties as assigned by CEO, which may include but are not limited to coordination of all vehicle registrations and renewals and arranging doctor appointments.

Office Management

• Manage ALL aspects of Office Management for AVANA Saudi, including planning, purchasing, controlling and managing all supplies and inventory lists, maintaining all leases and utilities for the office, including scheduling maintenance, and becoming fully proficient with all conference room technology and function.
• Assist in all accounting duties such as expense management, client deposit management, petty cash, wire verification, and bill payments.
• Maintain various records and documents for the company.
• Support all Avana and Ezdaher administrative needs as required.

Human Resources

• HR related duties related to recruitment, onboarding and offboarding employees, preparing offer letters, managing vacation schedules, visa applications and renewals, LMRA, SAMA, GOSI and other relevant government requirements.
• Assist in drafting and updating HR Policies and Procedures.
• Process payroll for SAUDI, BAH, CAN, IND and PHL offices.
• Coordinate with EVP HR for any Admin/HR related matters.
• Ensure the legal standards for employment operations are maintained at all times.

Requirements

• Bachelor’s degree in Business, Finance, or Business Management.
• 10+ years of work experience.
• 5+ years experience in Human Resources.
• Works with minimal supervision and ability to multi-task and prioritize.
• Ability to work in a fast-paced and multi-national environment.
• Excellent communication skills (written and oral English & Arabic preferred).
• Working hours will be 3 pm - 12 am (local time) to support local & US operation hours.
• Work Location will be Al-Khobar, Saudi Arabia or Bahrain.

Desired Characteristics

• Familiarity with the financial services industry a plus.