Executive Assistant

Job Description:

1. Calendar Management : Organizing and managing the executive's

schedule, including arranging appointments, meetings, and conference calls.

They must prioritize tasks and anticipate potential conflicts to ensure the

executive's time is used effectively.

2. Communication: Acting as the primary point of contact

for the executive, screening and managing incoming calls, emails, and other

forms of communication. Drafting and responding to correspondence on behalf of

the executive.

3. Travel Arrangements: Handling travel logistics, including

booking flights, accommodations, transportation, and preparing travel

itineraries. Ensuring that the executive's travel plans align with their

schedule and business needs.

4. Meeting Support: Coordinating and preparing materials for

meetings, including agendas, presentations, and meeting minutes. They may also

attend meetings with the executive to take notes and follow up on action items.

5. Document Preparation: Drafting, formatting, and proofreading

reports, memos, and other documents as needed. Ensuring that all documents are

accurate and meet the executive's standards.

6. Database Management: Maintaining and organizing files,

records, and databases, both physical and electronic, to ensure easy access to

information when needed.

7. Confidentiality and Discretion: Handling sensitive and confidential

information with the utmost care and discretion. Executives often entrust their

Executive Secretary with confidential matters that require strict

confidentiality.

8. Office Administration: Overseeing general office operations,

including ordering supplies, managing office equipment, and handling incoming

and outgoing mail.

9. Relationship Management: Building and maintaining positive

relationships with key stakeholders, both internally and externally, on behalf

of the executive.

10. Problem Solving: Anticipating and addressing challenges

that may arise in the executive's absence or in the course of their

responsibilities, making independent decisions when necessary.

11. Special Projects : Assisting the executive with special

projects, research, and other tasks that contribute to the achievement of

organizational goals.

12. Time and Expense Management: Tracking and managing the executive's

expenses, ensuring they adhere to company policies and procedures.

Qualifications and Skills:

• (FLUENT) English Communication Skills Riding, Writing and Speaking.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal abilities (ENGLISH & ARABIC).
• Proficiency in office software (e.g., Microsoft Office Suite).
• High level of professionalism and adaptability.
• Ability to handle multiple tasks and prioritize effectively.
• Discretion and ability to handle confidential information.
• Strong problem-solving and decision-making skills.
• Experience in a similar administrative role is typically required.