Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative and operational support to the executive leadership team. This role ensures efficient coordination of executive activities, effective communication across departments, and professional representation of the company in all internal and external interactions. The Executive Coordinator handles sensitive information with confidentiality, supports strategic initiatives, and ensures that the executive office runs smoothly and efficiently.

Key Responsibilities

Administrative Support

• Manage executive calendars, schedule meetings, appointments, and travel arrangements.

• Prepare and organize correspondence, reports, presentations, and documents.

• Handle confidential information with the utmost discretion.

• Track and follow up on action items and deliverables from meetings.

Executive Communication

• Act as the primary point of contact between the executive office and internal/external stakeholders.

• Draft and edit emails, memos, and business communications on behalf of executives.

• Coordinate with department heads to ensure timely submission of reports and updates.

Meeting & Event Coordination

• Plan, organize, and document executive and board meetings.

• Prepare agendas, minutes, and summaries of discussions and decisions.

• Coordinate logistics for internal and external corporate events, conferences, and workshops.

Project & Office Management

• Support strategic projects by coordinating timelines, resources, and communications.

• Monitor progress and report updates to the executive team.

• Maintain records, files, and databases related to executive operations.

• Liaise with finance, HR, and procurement for administrative requirements.

Relationship Management

• Build and maintain strong relationships with partners, clients, and key stakeholders.

• Represent the company professionally in communications and meetings.

• Manage visitor protocols and ensure positive experiences for guests of the executive office.

Qualifications & Requirements

Education

• Bachelor’s degree in Business Administration, Management, or a related field (Master’s degree preferred).

Experience

• Minimum 3–5 years of experience in an executive assistant, office manager, or coordination role.

• Proven ability to manage multiple priorities and deadlines efficiently.

Skills

• Excellent organizational and time-management skills.

• Strong communication (written and verbal) and interpersonal abilities.

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Google Workspace, or similar).

• Ability to work independently and exercise sound judgment.

• Professional demeanor, confidentiality, and reliability.

• Fluency in English required; Arabic is an advantage (for roles in the Middle East).

Key Competencies

• Attention to detail and accuracy

• Strategic thinking and initiative

• Flexibility and adaptability

• Problem-solving and decision-making

• High emotional intelligence and professionalism