JOB SUMMARY:

As an Executive Assistant, you will work directly with the CEO of the company. You will collaborate with different departments teams to make sure strategies/projects are on track. Overall, you play a pivotal role in keeping things run efficiently and ensure the focus is on the business goals. You’ll be the operational right hand ensuring priorities are aligned, meetings are optimized, and the executive’s time is leveraged effectively. You understand the importance of discretion and can navigate complexity with calm and clarity.

MAJOR ACCOUNTABILITIES:

Key Responsibilities:

Calendar & Scheduling
• Oversee the scheduling, planning, and coordination of meetings, ensuring agendas, logistics, and documentation are efficiently managed.
• Provide day-to-day personal assistance and manage complex tasks with total independence.
• Keep track of tools, calendars, checklists, and internal processes.
• Manage a dynamic and often-changing calendar across multiple time zones.
• Anticipate scheduling conflicts and proactively resolve them.
• Coordinate internal and external meetings, calls, and travel with precision.

Email & Communications Support
• Provide proactive and autonomous support to the CEO without the need for direct supervision
• Oversee all communications related to committee and board meetings, ensuring clarity, timeliness, and confidentiality.
• Ensure accurate documentation, issuance, and dissemination of decisions from the Board and Committees, and follow up on their implementation.
• Maintain and organize templates, presentations, and internal folders.
• Establish reporting mechanism between different business entities & CEO’s office
• Help triage high-priority items and ensure timely follow-ups.
• Monitor, draft, and manage executive correspondence as needed.

Travel & Logistics
• Coordinate complex domestic and international travel itineraries.
• Handle hotel, transportation, visa, and other travel arrangements.
• Prepare detailed travel briefs and post-travel reports if needed.
• Design and oversee travel itineraries arrangements including flights, hotels…

Meeting Prep & Follow-Up
• Prepare agendas, briefing materials, and presentations for meetings.
• Attend meetings when required to take notes, Minutes of Meeting (MOM), and track action items.
• Maintain an efficient action-tracking system, ensuring timely follow-ups with internal and external stakeholders.
• Prepare briefings and ensure clean documentation.
• Ensure post-meeting follow-ups are completed or delegated.
• Supervise the preparation, review, and consolidation of meeting memoranda, supporting materials, and executive summaries.
• Attend all key meetings (both virtual and in-person), take detailed notes, and track all action points
• Collaborate with Head of departments (HODs) in program management of various organization-level initiatives.

Confidential & Personal Support
• Handle confidential information with discretion and maturity.
• Handle sensitive matters and documents with absolute discretion.
• Support occasional personal logistics or concierge-style requests as needed.
Operations & Project Support
• Identify, strategize & execute the initiatives and special projects as directed by the CEO.
• Act as a liaison between the CEO and external agencies regarding operations, project updates.
• Assist with light project management, vendor coordination, and event planning when needed.
• Serve as a liaison between the executive and internal teams or external stakeholders.
Reception & Office Coordination
• Greet visitors and manage the front desk professionally and courteously.
• Handle incoming calls, emails, packages, and documentation.
• Maintain the reception area and ensure it's always presentable.
• Support general office administrative tasks (supplies, logistics, meeting rooms).
• Coordinate courier services, deliveries, and corporate hospitality.
• Maintain contact lists, directories, and visitor logs.

Education & Skills required:

• Bachelor’s degree in Business Administration, Secretarial Studies, or a related field.
• 2–7 years of experience in a similar dual-role.
• Excellent communicator in written and verbal form.
• Analytical thinking capabilities
• Prior experience supporting C-level executives is highly preferred.
• Proficient in MS Office (Outlook, Excel, PowerPoint, Word).
• Bilingual (English is mandatory; Arabic or French is a plus).
• Exposure in business analytics and reporting is a plus.
• operating independently and solving problems on the fly.
Qualifications & Experience:
• Immediate availability.
• Excellent written and verbal communication skills.
• Strong organizational, analytical thinking capabilities, and attention to detail.
• High level of discretion, professionalism, confidentiality, and emotional intelligence.
• Customer service orientation with a pleasant and polished demeanor.
• Proven ability to multitask, pr