Executive Assistant & Business Support Coordinator

In this dynamic role, you will provide direct support to senior management, ensure seamless day-to-day operations, and contribute to the overall success of the business.
As an essential partner to the executive team, you will manage schedules, facilitate communication, and handle confidential information with professionalism and discretion. Additionally, you will oversee business support functions, including office management, HR coordination, operational workflows, and sales team support, ensuring efficiency across all areas of the organization.

Key Responsibilities:

Executive Assistance:
● Serve as the primary point of contact for senior management, managing calendars, scheduling
meetings, and coordinating travel arrangements.
● Prepare agendas, presentations, and reports for executive meetings and follow up on action
items to ensure completion.
● Act as a liaison between senior management and internal/external stakeholders, ensuring clear
and timely communication.
● Handle confidential and sensitive information with discretion and professionalism.

Business Support Coordination:
● Oversee daily office operations, ensuring an efficient and professional work environment.
● Manage administrative tasks, including correspondence, document filing, and maintaining
accurate records.
● Coordinate cross-departmental projects, ensuring alignment with company goals and
timelines.
● Develop and implement Standard Operating Procedures (SOPs) to streamline administrative
and operational processes.

HR and Team Support:
● Support HR functions, including onboarding new employees, maintaining personnel records,
and organizing employee engagement activities.
● Assist in recruitment efforts by posting job openings, scheduling interviews, and coordinating
candidate communication.
● Track and document employee development plans, ensuring alignment with organizational
goals.

Office Management and Maintenance:
● Ensure the office is well-maintained, clean, and fully stocked with necessary supplies and
equipment.
● Manage relationships with vendors and service providers, including cleaning services,
maintenance contractors, and utility providers.
● Monitor and address office infrastructure needs, such as repairs, equipment maintenance, and
workspace organization.
Plan and oversee office layout changes or improvements to maintain a functional and
welcoming environment.
● Ensure safety and security protocols are in place, including emergency procedures and
compliance with local regulations.
Sales Support:
● Provide administrative support to the sales team by managing schedules, updating sales
documentation, and tracking follow-ups.
● Monitor the progress of sales tasks, ensuring that nothing falls through the cracks and all
sales-related activities are on track.
● Regularly communicate with the sales team to identify outstanding tasks and follow up to
ensure timely completion.
● Maintain and update the CRM or sales tracking system with accurate and up-to-date
information.
● Collaborate with the sales team to ensure consistent progress and efficiency in pushing sales
opportunities forward.
● Support in preparing sales presentations, proposals, and reports as needed.

Operational Coordination:
● Manage vendor relationships, including procurement, negotiations, and payments.
● Monitor logistical needs for events, meetings, and company activities.
● Collaborate with IT and other departments to optimize workflows through technology and
automation.


Requirements

What we are looking for?

• A dynamic person who wants to work and grow a company that functions as a balanced family.
  
• Someone with previous experience in a dynamic assistant role.
  
• Understanding of Software tools is a plus.
  
• A deep understanding of document organization and scheduling.
  
• Preferably with previous experience with Zoho apps and/or other software tools or systems
  
• Great communication skills and the ability to build and maintain relationships with internal and external stakeholders at all levels.
  
• An analytical mind, with strong attention to detail.
  
• Written and verbal English and Arabic is a must.
  
• Flexible with working hours and days.
  
• You’re dynamic, full of ideas to develop and implement - and quickly!
  
• You’re resourceful, able to find another way to achieve your objective with maximum impact and find solutions (not problems).
  
• You’re growth-minded; always wanting to go a step further and do better.Skills and Competencies:
  

● Exceptional organizational and multitasking skills, with the ability to manage multiple priorities
effectively.
● Strong communication and interpersonal skills, capable of liaising with stakeholders at all
levels.
● Proactive problem-solving abilities and a resourceful approach to challenges.
● High level of discretion and professionalism when handling confidential information.
● Strong attention to detail and commitment to quality.
● Requirements:
● Bachelor’s degree in Business Administration, Human Resources, or a related field preferred.
● 3-5 years of experience in a similar role, supporting senior management and overseeing
administrative functions.
● Proficiency in office management tools (e.g., Google Workspace, Microsoft Office) and CRM
systems (e.g., Zoho CRM or similar).
● Fluent in English (written and verbal); proficiency in Arabic is a plus.
● Experience in coordinating cross-departmental operations, managing vendors, and supporting
sales teams.

What we are looking for?
● A dynamic person who wants to work and grow a company that functions as a balanced family.
● Someone with previous experience in a dynamic assistant role.
● Understanding of Software tools is a plus.
● A deep understanding of document organization and scheduling.
● Preferably with previous experience with Zoho apps and/or other software tools or systems
● Great communication skills and the ability to build and maintain relationships with internal and
external stakeholders at all levels.
● An analytical mind, with strong attention to detail.
● Written and verbal English and Arabic is a must.
● Flexible with working hours and days.
● Experience in coordinating cross-departmental operations, managing vendors, and supporting
sales teams.
● You’re dynamic, full of ideas to develop and implement - and quickly!
● You’re resourceful, able to find another way to achieve your objective with maximum impact
and find solutions (not problems).
● You’re growth-minded; always wanting to go a step further and do better.


Benefits

Mobile phone line

ADSL package

Unlimited Personal Time Off after 3 months

Ability to request remote working days after 3 months

Annual employee profit share
Health insurance
Social insurance
Ability to apply for the Professional Growth Program after 1 year