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ceo office manager

CONFDENDIAL

<div>
 
 
 Company Description
 
 
 
 The Academy was established to train and develop qualified workforce for the Kingdom&rsquo;s defense industries sector. The academy aims to fulfill localization targets and become among the top global Academies of technical excellence in defense by 2030.
 
 
 
 
 
 
 Role Information
 
 
 
 Position Title: CEO Executive Office Manager
 
 
 Department: CEO Executive Office
 
 
 Reports to: Chief Executive Officer
 
 
 Direct Reports: Executive Assistant
 
 
 
 
 
 
 Job Purpose
 
 
 
 The position is responsible for providing high level administrative support to the CEO and Chiefs, this includes managing high level meetings, travel arrangements and handling confidential information and maintaining standards of protocols in the executive office.
 
 
 
 
 
 
 Responsibilities
 
 
 <ul>
 <li>
 Maintain standards of protocols in the CEO Office and Chiefs.
 </li>
 <li>
 Coordinate high level appointments and meetings and oversee logistics and support staff.
 </li>
 <li>
 Manage and coach office staff and delegate assignments to ensure maximum productivity.
 </li>
 <li>
 liaise travel arrangements, including flight, hotel, and car rental reservations.
 </li>
 <li>
 Prepare meetings minutes for CEO and Chiefs meetings, and draft, review, and proofread reports and correspondence.
 </li>
 <li>
 Draft and review correspondences, letters, presentations and reports before submission to CEO and Chiefs.
 </li>
 <li>
 Answering telephone calls and emails from customers and clients and directing them to relevant staff
 </li>
 <li>
 Prepare and control office budget.
 </li>
 <li>
 Maintain appropriate office supplies and purchase stationery, furniture, electronics as required.
 </li>
 <li>
 Leverage technology in automating office duties and accountabilities, including implementing correspondence technologies.
 </li>
 <li>
 Keep track of Academy renewal of licenses/permits/registrations and ensure legal compliance.
 </li>
 <li>
 Formatting, edit, and proofread emails, letters, and documents.
 </li>
 <li>
 Implement and manage correspondence management system and adhere to data protection regulations.
 </li>
 <li>
 Maintain updated filing and tracing systems.
 </li>
 <li>
 Maintain confidentiality of sensitive correspondences.
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 
 
 
 <ul>
 <li>
 Bachelor's degree in Business Administration or related field
 </li>
 <li>
 4 or more years of experience in executive support or related field, knowledge in graphic design is preferable.
 </li>
 <li>
 Ability to create and manage various reports (Expense Reports, Department Progress Reports, Completion Reports, etc.)
 </li>
 <li>
 Strong knowledge of office management systems and procedures
 </li>
 <li>
 knowledge of protocols
 </li>
 <li>
 Knowledge of travel arrangements and coordination
 </li>
 <li>
 Strong communication and interpersonal skills
 </li>
 <li>
 Fluency in Arabic and Professional English languages
 </li>
 </ul>
 
 
</div>

CEO Office Manager

NAMI | a 3D Printing Company

<div>
 
 
 Role Purpose
 
 
 
 The senior manager and corporate secretariat will provide high-level corporate governance support, manage board and committee operations, and oversee the administrative functions of the CEO's office.
 
 
 This role will ensure effective communication between the Board, senior management, and external stakeholders while maintaining governance best practices.
 
 
 
 
 
 
 Principal Accountabilities and Key Activities
 
 
 
 &bull; Manage all aspects of Board and Committee meetings, including the agenda
 
 
 preparation and follow-up on decisions
 
 
 &bull; Ensure timely preparation and delivery of all Board-related documents, including
 
 
 meeting materials, resolutions, and reports
 
 
 &bull; Oversee the Board election process according to relevant rules and regulations
 
 
 &bull; Maintain corporate records and ensure proper document security and accessibility
 
 
 &bull; Organize high-level meetings, including annual meetings, Board sessions, and
 
 
 Committee meetings, handling all logistics, and materials preparation
 
 
 &bull; Handle translation and interpretation needs for governance documents and
 
 
 meetings
 
 
 &bull; Work with leadership on Board-related communications and reporting
 
 
 &bull; Coordination with the Corp Comms Department
 
 
 Office Management
 
 
 &bull; Oversee all operations of the CEO's office, ensuring efficient workflow and
 
 
 alignment with corporate priorities
 
 
 &bull; Manage the CEO's communications, including high-level correspondence and
 
 
 information flow
 
 
 &bull; Organize and prioritize the CEO's schedule, focusing on strategic engagements
 
 
 &bull; This position requires accompanying the CEO on all business trips, including both
 
 
 domestic and international missions, with frequent travel expected throughout
 
 
 the year
 
 
 &bull; Develop and maintain systems for documentation, record-keeping, and executive management
 
 
 briefings
 
 
 &bull; Handle sensitive information with discretion and professionalism
 
 
 &bull; Executive summary with analysis for the CEO
 
 
 &bull; Coordinate all communications, briefs, talking points, and speeches needed by the CEO
 
 
 
 
 
 
 Education, Qualifications, and Experience
 
 
 
 Education
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in legal studies, Legal, Business Administration, or a related field (Master's degree preferred).
 </li>
 </ul>
 
 
 
 
 Experience
 
 <ul>
 <li>
 Proven experience in executive administrative assistance, with a strong background in managing calendars, scheduling meetings, and arranging travel.
 </li>
 <li>
 Excellent communication and interpersonal skills.
 </li>
 <li>
 Ability to work independently and as part of a team
 </li>
 </ul>
 
 
 
 
 Nationality
 
 <ul>
 <li>
 Preferably Saudi
 </li>
 </ul>
 
 Languages
 
 <ul>
 <li>
 English mandatory, Arabic preferred
 </li>
 </ul>
</div>

Recutify Inc.

<div>We are seeking a highly organized and detail-oriented Executive Assistant to the CEO to support day-to-day administrative, operational, and executive tasks. This role requires strong analytical skills, professionalism, and the ability to handle confidential information with discretion. The ideal candidate will have a solid background in finance and mathematics, excellent communication abilities, and the confidence to manage executive-level responsibilities in a fast-paced environment.
Key Responsibilities:
<ul><li>Provide administrative and executive support directly to the CEO.</li>
<li>Prepare reports, financial summaries, and documentation as required.</li>
<li>Manage calendars, schedule meetings, and organize travel arrangements.</li>
<li>Assist with data analysis, budgeting, and basic financial tasks.</li>
<li>Draft emails, presentations, and official documents with accuracy.</li>
<li>Coordinate with internal departments on behalf of the CEO.</li>
<li>Maintain a high level of confidentiality and professionalism.</li>
<li>Handle daily office operations and ensure smooth workflow.</li>
</ul>Requirements:
<ul><li>Proven experience as an Executive Assistant, Administrative Assistant, or similar role.</li>
<li>Strong proficiency in finance and mathematics.</li>
<li>Excellent written and spoken English and arabic</li>
<li>Strong organizational, communication, and time-management skills.</li>
<li>Ability to work independently and handle multiple tasks.</li>
<li>Proficient in MS Office (Word, Excel, PowerPoint).</li></ul></div>

Executive Assistant to the CEO

Confidential Careers

<div>
 
 The ideal candidate is a team player who will be responsible for working with company data in various business areas. Specific responsibilities include reporting metrics, analyzing methodologies, suggesting operation improvements, building proposal evaluations in a cross-functional environment, and support the CEO and leadership with data-driven insights, process analysis, and project coordination to improve organizational performance and guide strategic decision-making.
 
 
 
 
 
 Responsibilities
 
 
 <ul>
 <li>
 Track and report data
 </li>
 <li>
 Maintain a competitive market knowledge
 </li>
 <li>
 Gather, analyze, and interpret business data to identify trends, gaps, and opportunities.
 </li>
 <li>
 Develop dashboards, reports, and presentations for CEO review.
 </li>
 <li>
 Map and analyze current business processes across departments.
 </li>
 <li>
 Identify inefficiencies and propose optimized workflows and process enhancements.
 </li>
 <li>
 Support the CEO and leadership with research, benchmarking, and feasibility studies.
 </li>
 <li>
 Evaluate business cases and project proposals to ensure alignment with organizational objectives.
 </li>
 <li>
 Assist in developing KPIs and performance metrics.
 </li>
 <li>
 Work alongside project owners to ensure initiatives progress according to timelines.
 </li>
 <li>
 Document project requirements, risks, and dependencies.
 </li>
 <li>
 Monitor implementation and provide progress updates to leadership.
 </li>
 <li>
 Collaborate with the other departments to gather inputs.
 </li>
 <li>
 Communicate findings and recommendations clearly to senior management.
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Business Administration, Finance, MIS, Industrial Engineering, or a related field.
 </li>
 <li>
 From 2 to 5 years of experience as a Business Analyst, Data Analyst, or in a strategic/operational role.
 </li>
 <li>
 Expert in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
 </li>
 <li>
 Fluent in English and Arabic, Strong written, verbal and collaboration skills
 </li>
 </ul>
 
 
</div>

Business Analyst

Kanz

<div>
 We are a private, institutional family office with a long-term commitment to preserving and compounding capital across generations. Our activities focus on building a robust global investment portfolio, fostering strategic partnerships, and supporting a multigenerational legacy aligned with the Kingdom of Saudi Arabia&rsquo;s development goals.
 
 
 The Executive Assistant to the CEO will serve as a strategic partner and trusted advisor to our CEO, supporting the leadership of our central shared services organization. This role demands exceptional organizational skills, proactive problem-solving abilities, and absolute discretion in managing sensitive information across multiple business entities. The ideal candidate will anticipate needs, streamline operations, and enable the CEO to focus on high-impact strategic initiatives as we build institutional capacity across legal, compliance, HR, finance, strategy, and governance functions.
 
 
 Executive Support &amp; Calendar Management
 
 
 <ul>
 <li>
 Proactively manage the CEO's complex calendar, prioritizing commitments across multiple stakeholder entities and optimizing time allocation for strategic priorities
 </li>
 <li>
 Coordinate high-level meetings with internal business units, external stakeholders, investors, partners, joint venture entities, and government officials
 </li>
 <li>
 Prepare comprehensive meeting briefs, agendas, and post-meeting action items with follow-up tracking across service delivery functions
 
 
 </li>
 </ul>
 Strategic Communication Management
 
 
 <ul>
 <li>
 Act as the primary gatekeeper for all communications, screening and prioritizing emails, calls, and correspondence from various business entities and stakeholders
 </li>
 <li>
 Draft and edit communications on behalf of the CEO, ensuring accuracy and appropriate tone for institutional audiences
 </li>
 <li>
 Facilitate information flow between the CEO, shared services teams (legal, HR, finance, compliance, strategy), and partner entities
 
 
 </li>
 </ul>
 Research &amp; Strategic Support
 
 
 <ul>
 <li>
 Conduct in-depth research and analysis to support executive decision-making on shared services delivery, resource allocation, and organizational capacity
 </li>
 <li>
 Develop high-quality presentations, reports, and briefing materials for steering committee meetings, board presentations, and stakeholder updates
 </li>
 <li>
 Track and monitor key projects, service level agreements, and deliverables across multiple partner entities and business unitsAdministrative Excellence
 </li>
 <li>
 Maintain comprehensive digital and physical filing systems with meticulous attention to security, compliance, and confidentiality across multi-entity operations
 </li>
 <li>
 Process expense reports, track budgets, and assist with financial documentation related to shared services delivery
 </li>
 <li>
 Coordinate with legal, compliance, audit, tax, and HR teams on administrative requirements and service request tracking
 
 
 </li>
 </ul>
 Travel &amp; Logistics Coordination
 
 
 <ul>
 <li>
 Research and compare multiple travel options (minimum 3 providers) to optimize cost and efficiency
 </li>
 <li>
 Arrange complex domestic and international travel itineraries with contingency planning
 </li>
 <li>
 Manage accommodation, ground transportation, and event logistics for executive engagements
 
 
 </li>
 </ul>
 Technology &amp; Systems Management
 
 
 <ul>
 <li>
 Maintain advanced proficiency in productivity tools including Notion, Slack, ChatGPT, HubSpot, and Microsoft Office Suite
 </li>
 <li>
 Provide basic IT support for account setup, application troubleshooting, and device configuration
 </li>
 <li>
 Assist in implementing workflow optimization tools to enhance service delivery efficiency across shared services functions
 
 
 </li>
 </ul>
 Stakeholder &amp; Relationship Management
 
 
 <ul>
 <li>
 Build and maintain professional relationships with leaders across partner entities, external advisors, vendors, and service providers
 </li>
 <li>
 Coordinate with cross-functional shared services teams to ensure seamless execution of service delivery initiatives
 </li>
 <li>
 Serve as a liaison between the CEO and stakeholders across multiple business units, representing the organization with professionalism
 
 
 </li>
 </ul>
 Service Delivery Support
 
 
 <ul>
 <li>
 Assist in monitoring service request tracking systems and prioritization across partner entities
 </li>
 <li>
 Support coordination of steering committee meetings focused on capacity planning and resource allocation
 </li>
 <li>
 Help facilitate communication between shared services functions (legal, HR, finance, compliance, strategy) and business units
 
 
 </li>
 </ul>
 
 Experience
 
 
 
 <ul>
 <li>
 5-8 years of progressive experience as an Executive Assistant supporting C-suite executives in fast- paced, high-pressure environments
 </li>
 <li>
 Proven track record working with demanding executives who require proactive, anticipatory support
 </li>
 <li>
 Experience in family offices, shared services organizations, private equity, investment banking, or professional services preferred
 </li>
 <li>
 Exposure to multi-entity organizational structures is highly advantageous
 
 
 </li>
 </ul>
 Education
 
 
 <ul>
 <li>
 Bachelor's degree in Business Administration, Communications, or related field required
 </li>
 <li>
 Certifications in executive assistance, project management (PMP, CAPM), or office management (CAP) are advantageous
 
 
 </li>
 </ul>
 Technical Skills
 
 
 <ul>
 <li>
 Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and Google Workspace
 </li>
 <li>
 Experience with collaboration tools: Notion, Slack, project management platforms
 </li>
 <li>
 Familiarity with AI tools (ChatGPT, productivity automation)
 </li>
 <li>
 Basic IT troubleshooting and system configuration capabilities
 
 
 </li>
 </ul>
 Core Competencies
 
 
 <ul>
 <li>
 Organizational Excellence: Ability to manage multiple complex priorities simultaneously across various business entities with precision and attention to detail
 </li>
 <li>
 Proactive Problem-Solving: Anticipate challenges and provide solutions before issues escalate across shared services delivery
 </li>
 <li>
 Discretion &amp; Confidentiality: Absolute integrity in handling privileged information across multiple entities and sensitive commercial matters
 </li>
 <li>
 Communication Mastery: Exceptional written and verbal communication skills in English; Arabic proficiency is a strong plus
 </li>
 <li>
 Adaptability: Thrive in dynamic environments with shifting priorities and urgent demands across multiple stakeholders
 </li>
 <li>
 Cultural Intelligence: Understanding of Saudi business culture, family office operations, and Vision 2030 initiatives
 
 
 </li>
 </ul>
 Personal Attributes
 
 
 <ul>
 <li>
 Proactive &amp; Anticipatory: Ability to think ahead and prepare for the CEO's needs before being asked
 </li>
 <li>
 Resourceful: Creative problem-solver who finds solutions independently across multi-entity challenges
 </li>
 <li>
 Professional Maturity: Calm under pressure with sound judgment in high-stakes situations
 </li>
 <li>
 Collaborative Spirit: Team player who builds positive relationships across all organizational levels and entities
 </li>
 <li>
 Continuous Learner: Committed to professional development and staying current with best practices
 </li>
 <li>
 Alignment with Our Values: Meritocracy - Ethics - Responsibility - Collaboration - Impact
 
 
 </li>
 </ul>
 Why Join Us?
 
 
 <ul>
 <li>
 Strategic Impact: Play a pivotal role in supporting leadership that drives Saudi Arabia's Vision 2030 objectives through institutional capacity building
 </li>
 <li>
 Dynamic Environment: Work alongside leading entrepreneurs, transformative national leaders, and global investment professionals across multiple business entities
 </li>
 <li>
 Professional Growth: Exposure to high-level strategic initiatives, multi-entity governance, shared services delivery, and organizational development
 </li>
 <li>
 Inspiring Culture: We cultivate a "want to work, love my job" environment through inclusive leadership, values promotion, and knowledge sharing
 </li>
 <li>
 Institutional Infrastructure: Contribute to building sustainable shared services infrastructure across legal, compliance, HR, finance, and strategy functions
 </li>
 <li>
 Competitive Compensation: Attractive salary package commensurate with experience and market standard
 </li>
 </ul>
</div>

Executive Assistant to CEO

COGNNA

<div>
 
 Role Overview
 
 
 
 The Executive &amp; Finance Officer will be the central pivot for COGNNA administrative, human resource, and executive support operations. This role will manage KSA compliance portals , the full employee lifecycle, and provide direct, high-level administrative support to the CEO and Finance function. The role demands exceptional organizational discipline, accuracy, and confidentiality.
 
 
 
 Key Responsibilities
 
 
 
 <ul>
 <li>
 Executive &amp; Office Administration
 </li>
 <li>
 Provide high-level, confidential administrative support to the CEO, including scheduling, travel arrangements, and correspondence management
 </li>
 <li>
 Manage office logistics including supplies, maintenance, and vendor coordination
 </li>
 <li>
 Ensure smooth internal communication and scheduling across all departments
 </li>
 <li>
 Coordinate with external PROs and service providers for government-related tasks
 </li>
 <li>
 Finance Support
 </li>
 <li>
 Process and issue client invoices and handle other related financial administration tasks
 </li>
 <li>
 Support the Finance team with documentation for audits and expense verification
 </li>
 <li>
 Coordinate with Finance for payroll transfer via Mudad and GOSI compliance
 </li>
 <li>
 Human Resources &amp; Compliance
 </li>
 <li>
 Maintain employee records including contracts, Iqama, insurance, and attendance
 </li>
 <li>
 Prepare and process monthly payroll in coordination with Finance
 </li>
 <li>
 Manage Qiwa, GOSI, Mudad, Muqeem, MOC, and other KSA government portals
 </li>
 <li>
 Stay up to date with Saudi Labour Law and HR compliance requirements
 </li>
 <li>
 Support Saudization documentation and government reporting
 </li>
 <li>
 Support in drafting HR policies, circulars, and internal communications
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 2+ years of experience in HR, administrative, or executive support roles within KSA
 </li>
 <li>
 Bachelor's degree in HR, Business Administration, or equivalent
 </li>
 <li>
 Practical knowledge of Saudi labour law and HR regulations
 </li>
 <li>
 Experience managing government portals (Qiwa, GOSI, Mudad, Muqeem)
 </li>
 <li>
 Strong communication and documentation skills in English and Arabic (preferred)
 </li>
 <li>
 High attention to detail, confidentiality, and organizational discipline
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 🚀
 
 Impact that Matters
 
 - Build products that shape the future of cybersecurity and protect organizations globally.
 
 
 🏢
 
 On-Site Collaboration
 
 - Be at the heart of innovation in our Riyadh office, working side by side with passionate experts.
 
 
 💡
 
 Continuous Growth
 
 - Access to certifications, trainings, and opportunities to sharpen your expertise.
 
 
 📈
 
 Ownership Mindset
 
 - Benefit from our
 
 ESOP program
 
 and grow with COGNNA's success.
 
 
 🤝
 
 Culture of Trust
 
 - We empower talent, encourage ownership, and celebrate real outcomes.
</div>

Executive & Finance Officer

<div>Role Overview 
The Executive &amp; Finance Officer will be the central pivot for COGNNA administrative, human resource, and executive support operations. This role will manage KSA compliance portals , the full employee lifecycle, and provide direct, high-level administrative support to the CEO and Finance function. The role demands exceptional organizational discipline, accuracy, and confidentiality. 
 
Key Responsibilities
A. Executive &amp; Office Administration<ul>
<li>
Provide high-level, confidential administrative support to the CEO, including scheduling, travel arrangements, and correspondence management.</li>
<li>Manage office logistics including supplies, maintenance, and vendor coordination.</li>
<li>Ensure smooth internal communication and scheduling across all departments.</li>
<li>Coordinate with external PROs and service providers for government-related tasks.</li>
</ul>
B. Finance Support<ul>
<li>
Process and issue client invoices and handle other related financial administration tasks.</li>
<li>Support the Finance team with documentation for audits and expense verification.</li>
<li>Coordinate with Finance for payroll transfer via Mudad and GOSI compliance.</li>
</ul>
C. Human Resources &amp; Compliance<ul>
<li>
Maintain employee records including contracts, Iqama, insurance, and attendance.</li>
<li>Prepare and process monthly payroll in coordination with Finance.</li>
<li>Manage Qiwa, GOSI, Mudad, Muqeem, MOC, and other KSA government portals.</li>
<li>Stay up to date with Saudi Labour Law and HR compliance requirements.</li>
<li>Support Saudization documentation and government reporting.</li>
<li>Support in drafting HR policies, circulars, and internal communications.</li>
</ul>
Requirements<ul>
<li>
2+ years of experience in HR, administrative, or executive support roles within KSA.</li>
<li>Bachelor's degree in HR, Business Administration, or equivalent.</li>
<li>Practical knowledge of Saudi labour law and HR regulations.</li>
<li>Experience managing government portals (Qiwa, GOSI, Mudad, Muqeem).</li>
<li>Strong communication and documentation skills in English and Arabic (preferred).</li>
<li>High attention to detail, confidentiality, and organizational discipline.</li>
</ul>
Benefits
 Impact that Matters &ndash; Build products that shape the future of cybersecurity and protect organizations globally.
 On-Site Collaboration &ndash; Be at the heart of innovation in our Riyadh office, working side by side with passionate experts.
 Continuous Growth &ndash; Access to certifications, trainings, and opportunities to sharpen your expertise.
 Ownership Mindset &ndash; Benefit from our ESOP program and grow with COGNNA&rsquo;s success.
 Culture of Trust &ndash; We empower talent, encourage ownership, and celebrate real outcomes.</div>

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