Executive Secretary to the CEO

Role Purpose

Provide high‑level executive and administrative support to the CEO to ensure the smooth, efficient, and confidential operation of the executive office. Own the CEO’s calendar, meeting cadence, information flow, and critical follow‑ups across the leadership team and external partners.

Key Responsibilities

• Executive Calendar & Travel: Own the CEO’s calendar; schedule across time zones; coordinate complex travel, visas, and itineraries; prepare detailed travel packs.
• Meeting Management: Prepare agendas, attend meetings, take minutes, and track action items to closure; coordinate leadership and board meetings.
• Communication: Draft/review emails, memos, proposals, and presentations; maintain professional correspondence standards; handle inbound requests and prioritize access to the CEO.
• Board & Leadership Support: Assemble board packs and executive summaries; coordinate signatures/approvals; maintain document repositories.
• Information Flow: Maintain an organized filing system (digital/paper), ensure version control, and protect confidential information at all times.
• Follow‑ups & Deadlines: Proactively chase deliverables from stakeholders; maintain a visible tracker for CEO priorities and due dates.
• Stakeholder Liaison: Interface with clients, partners, and government entities; coordinate protocol for VIP visits and events.
• Office Operations: Process expenses, purchase orders, and reimbursements; manage vendor coordination relevant to the executive office.
• Ad‑hoc Projects: Support special initiatives and CEO directives with research, scheduling, and coordination.

Required Skills

• Bachelor’s degree in Business Administration, Management, or a related field.
• 5+ years in Executive Assistant/Executive Secretary roles supporting C‑level leaders.
• Outstanding written and verbal communication in English; Arabic is strongly preferred where applicable.
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.
• Proven experience handling confidential and time‑sensitive information.
• Strong judgment, professionalism, and high attention to detail.

Preferred (Nice to Have)

• Industry exposure to [hospitality, real estate, F&B, tech].
• Experience preparing board materials and working with legal/finance documentation.
• Familiarity with tools like Slack/Teams, Zoom, Notion, Trello, Asana, DocuSign.

Core Competencies

• Organization & Prioritization under pressure
• Executive communication and stakeholder management
• Problem‑solving and proactive ownership
• Discretion, integrity, and confidentiality
• Follow‑through and results orientation

Job Type: Full-time