Personal Assistant to Chief Executive Officer

About the job:

To provide high-level administrative, organizational, and communication support to the Chief Executive Officer (CEO), ensuring the efficient operation of the Executive Office and enabling the CEO to focus on strategic priorities, business development, and stakeholder engagement.

Roles and Responsibilities:

1) Executive Support:

• Manage and maintain the CEO’s calendar, appointments, and meetings ensuring all required documentation and materials are prepared in advance.
• Deal with confidential correspondence, reports, and presentations related to CEO office.
• Take meeting minutes and follow up on action items.
• Requires broad organizational knowledge.
• Oversight of special projects.
• Office management.
• Ability to manage the board of directors meeting agenda, schedule meetings & subcommittee meetings as well.

2) Communication Management:

• When required act as the primary point of contact between the CEO and internal/external stakeholders.
• Draft, edit, and proofread official communications, reports, memos, and emails.
• Ensure timely and professional responses to inquiries and requests directed to the CEO.

3) Travel and Event Coordination:

• Organize domestic and international travel arrangements, including flight bookings, visas, accommodation, and itineraries for the CEO.
• Plan and coordinate executive meetings, board meetings, and company events, including logistics and agenda preparation for the CEO.
• Manage administrative works and logistical support for the CEO.

4) Information & Records Management:

• Maintain and update files, records, and documents relevant to the CEO's office in an organized and confidential manner.
• Assist in preparing materials for board meetings, strategic reviews, and operational updates.

5) Office Administration:

• Liaise with internal departments such as HR, Legal, Finance, and Operations to facilitate executive-level requests.
• Monitor office supplies and manage service requests for the Executive Office.
• Oversee the CEO's office operations, ensuring alignment with company strategies and managing cross-departmental tasks.
• Assist with special projects and confidential assignments as directed by the CEO.

Qualifications and Experience Required:

Qualifications:

• Bachelor’s degree in business administration, Management, or a related field.

• Professional certifications (e.g., Executive Assistant Certification, PMP) are a plus.

Experience:

• 5+ years of experience as an Executive Secretary or Executive Assistant, preferably supporting C-level executives.

Competencies and Skills:

• Excellent written and verbal communication skills in English and Arabic.

• High level of professionalism and discretion in handling confidential information.

• Strong organizational and time-management skills.

• Detail-oriented with a high degree of accuracy in all tasks.

• Quick learner with the ability to grasp new systems and processes efficiently.

• Attentive and responsive to the CEO’s needs and company priorities.

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

• Ability to multitask and work under pressure with minimal supervision.

• Strong interpersonal and stakeholder management abilities.

• Demanding workload.