executive staff assistant

Maximus KSA | ماكسيموس السعودية

<div>
 
 We are seeking a
 
 highly experienced Senior Executive Assistant
 
 to provide professional, high-level support to a Senior Manager in Riyadh. This role requires a seasoned individual who can seamlessly manage both professional and personal matters, ensuring the smooth operation of the manager&rsquo;s daily activities.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Provide comprehensive executive-level support, including calendar management, correspondence, document preparation, and meeting coordination.
 </li>
 <li>
 Handle sensitive and confidential information with discretion and professionalism.
 </li>
 <li>
 Coordinate travel arrangements, itineraries, and logistics for both business and personal purposes.
 </li>
 <li>
 Manage home-related administrative duties, including scheduling household staff, overseeing vendors and services, and coordinating family appointments or events.
 </li>
 <li>
 Anticipate needs and proactively resolve issues to optimize the manager&rsquo;s time and focus.
 </li>
 <li>
 Serve as a trusted point of contact, liaising with internal departments, government entities, and external stakeholders.
 </li>
 <li>
 Support in organizing both corporate and personal events.
 </li>
 </ul>
 
 
 
 
 
 Qualifications &amp; Requirements
 
 
 <ul>
 <li>
 
 4+ years of experience
 
 as an Executive Assistant or Personal Assistant at a senior level, preferably within government or large organizations.
 </li>
 <li>
 Strong bilingual communication skills (Arabic and English, spoken and written).
 </li>
 <li>
 Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
 </li>
 <li>
 High level of discretion, integrity, and professionalism.
 </li>
 <li>
 Proficiency in Microsoft Office Suite and digital collaboration tools.
 </li>
 <li>
 Strong interpersonal skills with the ability to work with senior stakeholders and household staff alike.
 </li>
 </ul>
 
 
 
 
 
 What We Offer
 
 
 <ul>
 <li>
 Competitive government package and benefits.
 </li>
 <li>
 Opportunity to work closely with senior leadership in a prestigious role.
 </li>
 <li>
 A dynamic and professional working environment in Riyadh.
 </li>
 </ul>
 
 
 
 
 If you are a highly organized, resourceful, and discreet professional who thrives in fast-paced environments and can balance both office and home-related executive support, we invite you to apply.
 
</div>

Senior Executive Assistant

IIQAF

<div><h3 class="jobSectionHeader">Description</h3>
We are seeking a highly organized and detail-oriented Executive Assistant to join our team in the Hospital and Health Care industry. This crucial role demands a professional with exceptional administrative skills to provide comprehensive support to our executive team. The ideal candidate will be responsible for coordinating schedules, managing correspondence, and ensuring the smooth operation of the executive office. The Executive Assistant will act as a liaison between the executives and various departments within the organization, facilitating effective communication and project execution.
<h3 class="jobSectionHeader">Responsibilities</h3>
<ul><li>Manage and maintain complex calendars, scheduling appointments and meetings with attention to priorities and deadlines.</li><li>
Coordinate logistics for executive meetings, including preparing agendas, materials, and taking detailed minutes.</li><li>
Serve as a liaison between executives, staff, and external partners, ensuring timely and clear communication.</li><li>
Handle confidential information with discretion and maintain a high level of professionalism.</li><li>
Organize travel arrangements, expense reports, and other administrative tasks as needed.</li><li>
Assist in preparing presentations, reports, and correspondence for executive use.</li><li>
Support special projects and initiatives as assigned by leadership.</li></ul>
<h3 class="jobSectionHeader">Qualifications</h3>
<ul><li>Bachelor&rsquo;s degree or equivalent experience preferred.</li><li>
Minimum of 3 years&rsquo; experience as an Executive Assistant or in a similar administrative role, preferably within the healthcare or hospital sector.</li><li>
Exceptional organizational and time-management skills with the ability to multitask effectively.</li><li>
Strong written and verbal communication skills.</li><li>
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling tools.</li><li>
Ability to work independently, exercise sound judgment, and maintain confidentiality.</li><li>
Detail-oriented with a proactive approach to problem-solving.</li></ul>
<h3 class="jobSectionHeader">Benefits</h3>
<ul><li>Competitive salary and comprehensive benefits package.</li><li>
Opportunities for professional growth and development within the healthcare industry.</li><li>
Supportive and inclusive work environment committed to work-life balance.</li><li>
Meaningful work contributing to the improvement of healthcare quality and safety.</li></ul></div>

Executive Assistant

Vertam Services

Overview:The Executive Assistant (EA) provides high-level administrative and operational support to the Chief Executive Officer (CEO) and serves as a key liaison between leadership, staff, and external partners. This role ensures the smooth functioning of daily operations, supports organizational planning, and assists with staffing coordination in collaboration with the HR and Office Management teams. The Executive Assistant exercises discretion, professionalism, and excellent judgment while managing confidential information and supporting executive decision-making.Executive Assistant &ndash; Key Responsibilities1. Executive Support<ul><li>Manage the CEO&rsquo;s calendar, schedule, and travel arrangements.</li><li>Prepare meeting agendas, presentations, and reports for executive-level discussions.</li><li>Coordinate board meetings, leadership retreats, and strategic planning sessions.</li><li>Serve as the CEO&rsquo;s primary point of contact for internal and external communications.</li></ul>2. Staffing &amp; HR Coordination<ul><li>Support the HR team with staffing needs including job postings, interview scheduling, onboarding coordination, and credential tracking.</li><li>Assist with maintaining employee files, records, background checks, and compliance documentation.</li><li>Help track staffing vacancies, recruitment pipelines, and monthly HR metrics.</li><li>Participate in new hire orientation and ensure all onboarding tasks are completed.</li></ul>3. Office Operations &amp; Administrative Management<ul><li>Work collaboratively with the Office Manager to maintain efficient office workflows.</li><li>Oversee administrative processes such as correspondence, scheduling, filing, and supply management.</li><li>Assist with vendor communications, equipment tracking, and facilities coordination.</li><li>Prepare internal memos, organizational announcements, and communication materials.</li></ul>4. Reporting &amp; Compliance<ul><li>Compile and maintain administrative and HR-related reports for internal leadership and accreditation compliance.</li><li>Track and monitor deadlines for required organizational documents and licenses.</li><li>Support policy implementation, internal audits, and accreditation-related tasks.</li></ul>5. Project &amp; Program Support<ul><li>Assist with special projects initiated by the CEO, HR, or senior leadership.</li><li>Organize cross-departmental meetings and monitor project timelines.</li><li>Conduct research, prepare summaries, and support decision-making initiatives.</li></ul>Qualifications<ul><li>3&ndash;5 years of executive assistance, administrative management, or HR support experience.</li><li>Strong organizational, communication, and problem-solving skills.</li><li>High level of professionalism, confidentiality, and discretion.</li><li>Proficiency with Microsoft Office Suite, Google Workspace, and HR platforms.</li><li>Ability to multitask, prioritize, and adapt in a fast-paced environment.</li></ul>Reporting Structure<ul><li>Reports Directly To: Chief Executive Officer (CEO)</li><li>Works Closely With: HR Department, Office Manager, Leadership Team</li></ul>Job Types: Full-time, Part-timePay: $20.00 per hourExpected hours: 25 per weekBenefits:<ul><li>401(k)</li><li>Flexible schedule</li><li>Paid time off</li></ul>Work Location: In person

Haspex Co. W.L.L

We are seeking a smart, confident, and highly adaptable Executive Assistant to support our management team. This role is perfect for someone who is organized, proactive, and enjoys working in a dynamic environment where responsibilities evolve with the needs of the business.As an Executive Assistant in our Bahrain office, you will play a key role in day-to-day operations, executive coordination, and business-related travel. The ideal candidate is polished, well-presented, and comfortable engaging with people at all levels.Key Responsibilities<ul><li>Provide high-level administrative and executive support.</li><li>Manage calendars, appointments, travel itineraries, and meeting schedules.</li><li>Prepare documents, presentations, reports, and professional correspondence.</li><li>Coordinate office activities and support management in daily operations.</li><li>Handle confidential information with care and professionalism.</li><li>Interact with clients, partners, and internal teams with confidence and clarity.</li><li>Support project coordination, follow-up, and task execution.</li><li>Travel for business meetings, events, and company-related activities when required.</li></ul>Requirements<ul><li>Bachelor&rsquo;s degree or equivalent professional experience.</li><li>2&ndash;4 years of experience as an Executive Assistant, Personal Assistant, or administrative role.</li><li>Strong communication skills (spoken and written English).</li><li>Excellent organizational and multitasking abilities.</li><li>Quick learner who can adapt to changing priorities.</li><li>Confident, presentable and energetic.</li><li>Comfortable with occasional business travel.</li><li>Proficient in MS Office (Word, Excel, PowerPoint, Outlook).</li></ul>Job Type: Full-time

Code Hive for coding and machine learning

We are looking for a female Executive Assistant who will support the management team with administrative tasks, scheduling, documentation, communication handling, client coordination, and daily operational activities. The ideal candidate will be professional, organized, detail-oriented, and experienced in providing executive-level support within the UAE.Preference will be given to female candidates with at least 2&ndash;3 years of UAE experience in office administration or executive assistance roles.Role OverviewThe Executive Assistant will provide full administrative and operational support to management, ensuring smooth communication flow, proper documentation handling, timely scheduling, and efficient coordination with internal teams and external clients.Key ResponsibilitiesAdministrative &amp; Executive Support<ul><li>Handle day-to-day administrative tasks for management.</li><li>Manage incoming emails, calls, and messages.</li><li>Prepare letters, memos, meeting notes, and business documentation.</li><li>Organize and maintain digital and physical filing systems.</li></ul>Scheduling &amp; Coordination<ul><li>Manage and update the management&rsquo;s calendars.</li><li>Schedule meetings, appointments, and follow-ups.</li><li>Coordinate logistics for internal/external meetings and travel plans.</li><li>Ensure reminders and follow-ups are completed on time.</li></ul>Contracts &amp; Documentation Management<ul><li>Prepare, review, and maintain contracts, agreements, and legal/company documents.</li><li>Track document expiry dates (licenses, contracts, employee documentation, etc.).</li><li>Maintain an organized, secure, and up-to-date document filing system.</li></ul>Client Relations &amp; Communication<ul><li>Communicate professionally with clients, vendors, and partners.</li><li>Handle inquiries and respond promptly.</li><li>Conduct follow-ups on pending tasks, client requirements, and updates.</li><li>Coordinate with internal teams for task completion.</li></ul>Operational Support<ul><li>Assist management in daily tasks and operational activities.</li><li>Prepare reports, presentations, and summaries when required.</li><li>Ensure smooth information flow across departments.</li><li>Maintain confidentiality at all times.</li></ul>Qualifications<ul><li>Female candidate (required).</li><li>Diploma or bachelor&rsquo;s degree in Business Administration, Management, or a related field.</li><li>Minimum 2&ndash;3 years of UAE experience as an Executive Assistant or Admin Assistant.</li><li>Excellent English communication skills (verbal &amp; written).</li><li>Strong organizational and multitasking abilities.</li><li>Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).</li><li>Experience handling documentation, scheduling, and client coordination.</li><li>Professional, presentable, and detail oriented.</li></ul>Job Type: Full-timeApplication QuestionsPlease answer the following when applying:<ul><li>Are you a female candidate?</li><li>Do you have experience working in the UAE?</li><li>Do you have at least 2&ndash;3 years of Executive Assistant or Admin Assistant experience?</li><li>Are you experienced in managing schedules, calendars, and meetings?</li><li>Have you handled documentation, contracts, and filing systems?</li><li>Are you proficient in Microsoft Office?</li><li>Do you have strong English communication skills?</li></ul>Job Type: Full-timePay: AED2,500.00 - AED4,000.00 per monthApplication Deadline: 01/01/2026 Expected Start Date: 15/01/2026

Capital G Holdings

<div>
 
 
 Location: Dubai, UAE (On-site / Hybrid)
 
 
 Salary: AED 12,000 &ndash; AED 18,000 per month
 
 
 Reports to: CEO
 
 
 
 
 
 
 We are building a fast-scaling F&amp;B and Media group across Australia, Malaysia, and Dubai, and the CEO is hiring a world-class Executive Assistant to act as their right hand across operations, governance, international expansion, marketing and strategy.
 
 
 
 
 
 This is a high-performance execution role designed to grow into Chief of Staff within 12 months.
 
 
 About the Role
 
 
 
 
 
 You will work directly with the CEO to manage daily execution, documentation, systems, communication, and project flow across three countries. Your work will power the CEO, COO, and leadership bench as the group expands aggressively.
 
 
 
 
 
 You will own:
 
 <ul>
 <li>
 CEO calendar, priorities, communications, and time management
 </li>
 <li>
 Document creation and migration (Word, Onedrive, Notion), SOPs, manuals, playbooks, governance
 </li>
 <li>
 Coordination with COO, marketing, operations, legal, and partners
 </li>
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 Preparing meeting packs, agendas, summaries, action logs
 </li>
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 Building and maintaining the organisation's operating system
 </li>
 <li>
 Tracking deliverables and ensuring projects move at speed
 </li>
 <li>
 Supporting business setup across Malaysia, Dubai, and Australia
 </li>
 <li>
 Acting as the CEO&rsquo;s operational right hand in daily execution
 </li>
 </ul>
 
 
 
 
 
 
 
 
 
 
 What We're Looking For
 
 
 
 
 <ul>
 <li>
 4&ndash;8 years&rsquo; experience as an EA, PA, operations lead, or Chief of Staff assistant
 </li>
 <li>
 Exceptional English communication, written and verbal
 </li>
 <li>
 Strong skills in Microsoft 365 (Word, SharePoint, OneDrive, Teams)
 </li>
 <li>
 Experience handling high volumes of documents and building structured systems
 </li>
 <li>
 Ability to manage senior-level communication professionally
 </li>
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 High discretion, reliability, and strong judgment
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 Ambition to grow into a leadership support role (Chief of Staff path)
 </li>
 </ul>
 
 
 
 
 
 
 
 
 
 
 Who You Are
 
 
 
 
 <ul>
 <li>
 You are sharp, organised, fast, and unshakeably reliable.
 </li>
 <li>
 You thrive in high-growth environments.
 </li>
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 You can manage complexity, maintain structure, and keep the CEO operating at maximum output.
 </li>
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 You enjoy building systems, organising information, and coordinating people.
 </li>
 </ul>
 
 
 
 
 
 
 
 
 
 
 If you thrive in owning execution, staying ahead of problems, and being a force multiplier to a CEO this role is for you.
 
 
 
 
 
 Why Join Us
 
 
 
 
 
 &bull; Direct access to the CEO of a rapidly scaling multinational group
 
 
 &bull; Opportunity to grow into Chief of Staff
 
 
 &bull; Work across Australia, Malaysia, and Dubai markets
 
 
 &bull; Join at the ground floor before explosive expansion
 
 
 &bull; High-performance environment and strong career growth
 
 
 
 
 
 Apply Now
 
 <ul>
 <li>
 Send your CV and a short note on why you're the right fit here or to: gav@capitalg.global
 </li>
 </ul>
</div>

Executive Assistant to Chief Executive Officer

NYC Campaign Finance Board

<div>
 
 About The Campaign Finance Board
 
 
 
 The Campaign Finance Board is a nonpartisan, independent city agency that empowers New Yorkers to have a greater impact on their elections. Our mission is to make local democracy more open, transparent, and equitable by removing barriers to participation.
 
 
 We make it easier for New Yorkers to vote, meaningfully support candidates for city office, and run for office themselves. NYC Votes, our voter engagement initiative, meets people where they are to share trustworthy election information and help New Yorkers make a plan to vote. We publish the citywide Voter Guide, which delivers information about candidates directly to voters&rsquo; doors. Our public matching funds program ensures small contributions can make a big difference, allowing regular people to run for office by relying on the support of other regular people, not just wealthy donors and special interests. And we lift the veil on how candidates raise and spend money, increasing transparency and accountability in local government.
 
 
 We believe that when every New Yorker is empowered to participate meaningfully in elections, candidates will better reflect the communities they serve, elected leaders will be more accountable to the public, and New Yorkers will have a democracy they can truly trust.
 
 
 
 About The Department
 
 
 
 The People and Engagement division is focused on ensuring that every member of the CFB can thrive, feel respected, and be fully engaged in our mission. The division encompasses two teams, the EEO/DEI unit and People Operations unit. The EEO/DEI team drives agency efforts to uphold fairness, build inclusive practices, and compliance with federal, state, and local laws prohibiting employment discrimination. The People Operations team works to deliver HR solutions in the areas of employee growth, talent management, succession planning, payroll management, compliance, labor relations, and policy implementation. Together we work to build people systems that allow for a positive employee experience and workplace culture.
 
 
 
 Job Description
 
 
 
 The Executive Assistant and Project Operations Specialist will be responsible for supporting the People and Engagement division. Reporting to the Assistant Executive Director for People and Engagement/Chief People Strategy Officer the Executive Assistant and Project Operations Specialist will support in ensuring that communication is clear, workflows are consistent and help ensure projects stay on task. This role will manage administrative coordination and responsibilities in process mapping, standardization, and documenting processes.
 
 
 Responsibilities include but are not limited to:
 
 
 <ul>
 <li>
 Coordinate day-to-day administrative tasks, including scheduling, meeting preparation, and including maintaining key division information, creating and maintaining filing systems, assisting in drafting correspondence, document management and facilitating review of invoices, purchase orders, and memos.
 </li>
 <li>
 Serve as a liaison across both teams to streamline communication and ensure efficient workflows.
 </li>
 <li>
 Conduct process mapping to visualize workflows and identify gaps.
 </li>
 <li>
 Develop, maintain, and update standard operating procedures and process documentation.
 </li>
 <li>
 Work with the EEO/DEI and People Operations teams to ensure that intranet hubs are updated routinely.
 </li>
 <li>
 Support People and Engagement initiatives and events including scheduling, preparing and distributing advance agendas, notetaking and following up with post-meeting action items, and organizing room setup.
 </li>
 <li>
 Track and monitor project deliverables, timelines and follow ups.
 </li>
 <li>
 Assist in compiling reports and analyzing data to support the division.
 </li>
 <li>
 Completing other special projects and tasks assigned by division leadership.
 
 
 </li>
 </ul>
 
 ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES &amp; OTHER BEHAVIORS (KSAOs)
 
 
 
 We're seeking individuals eager to make an impact, even if they don't tick every box on our job description. We believe in the power of diverse perspectives and the unique blend of lived experiences, non-traditional education pathways, practical know-how, and a variety of skills and abilities that each candidate brings to the table. If you're ready to learn and grow with us, we encourage you to apply and be part of our dynamic team.
 
 
 Knowledge
 
 
 <ul>
 <li>
 Knowledge of Microsoft Office tools and systems including Outlook, SharePoint, Word, and Excel.
 </li>
 <li>
 Knowledge of other work platforms used by the agency, like Monday.com
 </li>
 <li>
 Knowledge of project management methodologies such as Agile
 
 
 </li>
 </ul>
 
 Skills
 
 
 
 <ul>
 <li>
 Excellent communication skills
 </li>
 <li>
 High degree of organization and time management
 </li>
 <li>
 Actively listens and adapts communication style
 </li>
 <li>
 Managing cross-functional initiatives
 </li>
 <li>
 Attention to detail and accuracy
 </li>
 <li>
 Skilled in process mapping, documentation, and standardization
 </li>
 <li>
 Set boundaries and exercise judgement
 
 
 </li>
 </ul>
 
 Abilities
 
 
 
 <ul>
 <li>
 Ability to prioritize, track multiple deadlines, and manage competing requests
 </li>
 <li>
 Ability to complete tasks with minimal oversight
 </li>
 <li>
 Ability to resolve issues while maintaining positive customer experience
 </li>
 <li>
 Able to build trust with professionalism and follow through
 </li>
 <li>
 Ability to analyze data and make recommendations
 </li>
 <li>
 Ability to think critically and solve problems
 </li>
 <li>
 Ability to provide clear and concise communication
 
 
 </li>
 </ul>
 
 Other
 
 
 
 <ul>
 <li>
 2-3 years of experience as an executive assistant, office administrator, program associate, operations specialist or other support staff role
 </li>
 <li>
 Strong initiative and a proactive approach
 </li>
 <li>
 High degree of professionalism and integrity handling sensitive information
 </li>
 <li>
 Collaborative mindset
 </li>
 <li>
 Commitment to continuous learning and improvement
 
 
 </li>
 </ul>
 
 Preferred Qualifications
 
 
 
 <ul>
 <li>
 2-3 years of experience as an executive assistant, office administrator, program associate, operations specialist or other support staff role
 </li>
 <li>
 Strong initiative and a proactive approach
 </li>
 <li>
 High degree of professionalism and integrity handling sensitive information
 </li>
 <li>
 Collaborative mindset
 </li>
 <li>
 Commitment to continuous learning and improvement
 
 
 </li>
 </ul>
 ANALYST CFB AL 2&amp;3 ONLY - 0660A
 
 
 
 Minimum Qualifications
 
 
 
 A bachelor&rsquo;s degree from an accredited college including or supplemented by at least twelve-semester credits (or the equivalent of twelve-semester credits) in accounting, auditing, business or public administration, computer science, economics, finance, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related area of study and one year of satisfactory full-time experience in accounting, auditing (including compliance or investigative auditing), business or public administration, business analysis, computer science, database administration, economics, finance, fiscal or economic management or research, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related field; or
 
 
 A four-year high school diploma or its educational equivalent and five years of experience as described in &ldquo;1&rdquo; above; or
 
 
 Education and/or experience equivalent to &ldquo;1&rdquo; above.
 
 
 Public Service Loan Forgiveness
 
 
 As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education&rsquo;s website at https://studentaid.gov/pslf/.
 
 
 Residency Requirement
 
 
 New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.
 
 
 Additional Information
 
 
 The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.
</div>

Executive Assistant and Project Operations Specialist

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