Executive Assistant to CEO

Executive Assistant to the Chief Executive Officer (CEO)

Job Purpose

The Executive Assistant to the CEO provides high-quality administrative, organizational, and coordination support to the Chief Executive Officer to ensure the efficient operation of the Executive Office. The role is responsible for managing the CEO’s schedule, coordinating meetings and events, preparing reports and presentations, maintaining records, following up on action plans, and facilitating communication with internal and external stakeholders. The Executive Assistant serves as a key liaison between the CEO and the organization while maintaining the highest level of professionalism, discretion, and confidentiality.

Key Responsibilities

· Manage the CEO’s calendar, appointments, meetings, and daily schedule to ensure effective prioritization and optimal use of time.

· Coordinate and schedule internal and external meetings, including preparing agendas, meeting materials, presentations, and logistics.

· Attend meetings as required, accurately recording minutes of meetings, document key decisions, and distribute meeting minutes in a timely manner.

· Develop, maintain, and monitor action plans arising from meetings and ensure timely follow-up with responsible stakeholders.

· Track deadlines, commitments, and deliverables agreed during meetings and provide regular status updates to the CEO.

· Follow up with department heads and senior management on tasks, projects, and commitments assigned by the CEO.

· Prepare reports, presentations, executive summaries, letters, and business correspondence for the CEO.

· Screen, prioritize, and manage incoming emails, calls, requests, and correspondence, ensuring urgent matters are addressed promptly.

· Coordinate communication between the CEO and internal departments, business partners, consultants, government entities, and other stakeholders.

· Organize and coordinate executive meetings, leadership meetings, workshops, conferences, site visits, and special events involving the CEO.

· Manage all logistical arrangements related to CEO events, including invitations, venues, travel, accommodation, transportation, catering, meeting materials, and stakeholder coordination.

· Coordinate domestic and international travel arrangements for the CEO, including itineraries, flights, accommodation, transportation, visa applications, and related documentation.

· Conduct research and gather information to support reports, presentations, meetings, and executive decision-making.

· Prepare regular status reports and summaries on key projects, pending actions, and executive priorities.

· Maintain organized records, reports, presentations, contracts, and confidential executive documentation.

· Handle highly sensitive and confidential information with discretion and professionalism.

· Support the CEO in coordinating strategic and operational initiatives across the organization.

· Build and maintain effective working relationships with internal and external stakeholders.

· Perform any other duties assigned by the CEO to support the effective operation of the Executive Office.

·· Qualifications & Experience

· Bachelor’s degree in Business Administration, Management, Communications, Public Relations, or a related field.

· Minimum 3–5 years of experience as an Executive Assistant, Personal Assistant, Executive Coordinator, with a proven experience providing direct support to a CEO, Managing Director, General Manager, Director, or other senior executive.

· Demonstrated experience managing executive calendars, coordinating leadership meetings, preparing meeting minutes, and tracking action plans.

· Experience preparing professional reports, presentations, and business correspondence.

· Experience working in a fast-paced environment with multiple stakeholders is preferred.

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Knowledge & Skills

· Excellent organizational and time-management skills.

· Strong verbal and written communication skills in English and Arabic.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

· Strong report writing and presentation preparation skills.

· Ability to prepare accurate meeting minutes and action trackers.

· Excellent coordination and follow-up skills.

· Strong attention to detail and accuracy.

· Ability to manage multiple priorities and meet deadlines.

· Strong interpersonal and stakeholder management skills.

· Problem-solving and decision-making abilities.

· Ability to maintain confidentiality and handle sensitive information.

· Professional appearance and business etiquette.

·Reporting Structure

Reports to: Chief Executive Officer (CEO)

Work Location: In person