Executive Assistant

PIF is seeking a candidate to assist in providing executive and administrative support to executives and/or senior management teams by implementing various assigned administrative tasks, coordinating their schedules and activities, ensuring smooth and efficient daily operations while supporting the facilitation of effective communication with internal and external stakeholders.

Specialized Accountabilities

• Assist in performing administrative tasks, including scheduling, diary management, travel arrangements, record-keeping, and expenses to ensure the optimal use of executives' and/or senior management's time.
• Coordinate the preparation of meeting materials, agendas, and briefings for executives and/or senior management, including tracking meeting outcomes and following up on action items, facilitating organized and productive discussions, and ensuring timely execution of decisions and tasks.
• Support the drafting, reviewing, and proofreading of correspondence, presentations, memos, communications, emails, etc., on behalf of executives and/or senior management, ensuring clarity, accuracy, and alignment with organizational objectives and messaging standards.
• Assist in planning, executing, and tracking ad-hoc projects and initiatives as required, while supporting in monitoring progress and deadlines to ensure timely task completion and gathering data for reports and presentations.
• Coordinate onsite and off-site meetings and assist with preparing and distributing materials and documentation in advance to all relevant stakeholders, facilitating seamless and productive discussions.
• Compile minutes when requested by executives and/or senior management, supporting the accurate documentation of key points and decisions made during meetings.
• Support the planning and coordination of events, seminars, conferences, etc., as required, facilitating successful execution to ensure successful gatherings.
• Assist in upholding the highest level of discretion and confidentiality regarding sensitive information, fostering trust and integrity across the Public Investment Fund’s (PIF) operations.
• Support the establishment and maintenance of valuable relationships with key stakeholders while coordinating the facilitation of communication and collaboration between the executive team and other departments.

Common Accountabilities

• Implement operational excellence improvement initiatives and propose improvements on systems, processes, and practices taking into account international leading practices, in order to continuously enhance the organizational effectiveness and business performance.
• Support the development of policies, systems, processes, procedures, and controls as requested or propose relevant enhancements as needed, ensuring alignment and adherence to any relevant compliance, risk, audit, cybersecurity, and regulatory requirements.

Qualifications / Years of Experience

• Bachelor’s in Business Administration, or any other relevant discipline
• 4+ years of experience in a relevant field
• Any relevant certification such as Certified Administrative Professional (CAP), Certified Executive Assistant (CEA), or Project Management Professional (PMP), etc.

Personal Competencies

• Good communication skills (written and oral) with the ability to convince the stakeholders.
• Ability to establish credibility with stakeholders.
• Ability to adapt to rapidly changing business needs.
• Strong organizational/project management skills, the ability to manage and achieve multiple deadlines.
• Ability to motivate, guide, and inspire others to achieve common goals and vision.