Executive Assistant

About the Role

We are looking for a highly organized and proactive Executive Assistant to support the CEO with day-to-day operations, scheduling, and strategic coordination across multiple business units. This role goes beyond traditional administrative duties it requires someone who can think ahead, manage priorities efficiently, and serve as the operational backbone to ensure the CEO s time and focus are directed toward business growth and impact.

You ll also handle key administrative and office management responsibilities, ensuring smooth internal operations, professional communication, and a well-organized work environment.

Key Responsibilities

Executive Support

• Manage and maintain the CEO s daily calendar, meetings, and travel plans, ensuring optimal use of time across business units.
• Attend meetings, take detailed notes, and ensure timely documentation and follow-up on Zoho CRM.
• Monitor and respond to emails, calls, and messages on behalf of the CEO with professionalism and accuracy.
• Coordinate internal and external 1-2-1 meetings with stakeholders, partners, and clients.
• Prepare reports, presentations, and updates for leadership meetings.
• Maintain and update all contacts, deals, meetings, and communication logs on Zoho CRM.
• Regularly track and report on the CEO s KPIs and task completion.
• Identify opportunities to optimize processes that enhance the CEO s productivity.

Office Administration

• Oversee day-to-day office management including supplies, stationery, pantry items, and vendor coordination.
• Ensure office facilities, pantry, and meeting rooms are well-maintained and prepared for visitors.
• Handle utility payments, renewals, and administrative expenses such as DEWA, Wi-Fi, and business licenses.
• Manage the company vehicle (insurance renewal, service schedules, registration, and Salik balance).
• Coordinate with vendors and service providers to ensure timely deliveries and smooth office operations.
• Organize refreshments and hospitality arrangements for guests and meetings.

Operations & Coordination

• Review daily tasks on Zoho and ensure completion within timelines.
• Attend daily huddles and coordinate action items across departments.
• Monitor weekly and monthly KPIs and prepare summaries for management.
• Support in implementing new processes and tools to improve internal workflows and efficiency.
• Assist with small-scale event coordination and stakeholder engagement activities.

Monthly & Annual Responsibilities

• Schedule and organize monthly 1-2-1 meetings with internal teams and external partners.
• Introduce one new process or improvement initiative each month to streamline the CEO s operations.
• Review annual renewals (vehicle insurance, company licenses, etc.) and ensure timely completion.
• Assist in planning and coordinating company events, offsites, or special projects when required.