Executive Assistant

CareerDubai; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A well-funded deeptech company in Khobar is looking for an Executive Assistant to provide comprehensive administrative support to the executive team. Responsibilities include scheduling meetings, coordinating travel logistics, supporting HR tasks, and organizing digital files. Candidates should have 3-5 years of experience, strong organizational skills, and a proactive attitude. This position requires individuals who can manage sensitive information and thrive in fast-paced environments, ideally located in Khobar.

Qualifications

• Minimum of 3 years experience in a similar role.
• Ability to prioritize tasks in a fast-paced environment.
• Confidential handling of sensitive information.

Responsibilities

• Schedule and coordinate internal and external meetings.
• Arrange travel itineraries and logistics.
• Assist with HR tasks including job postings.
• Organize company Google Drive folders.
• Enter invoices and maintain expense records.

Skills

Strong communication skills in English

Proactive problem-solving

High level of organization

Attention to detail

Job description

My client a well funded Saudi scaleup deeptech company is currently looking for an Executive Assistant to join their team in Khobar. Reporting to CEO (who is US educated Saudi) you will provide comprehensive administrative operational and organizational support to the executive team. Below more details:

Meeting & Calendar Management

• Schedule, organize and coordinate internal and external meetings.
  • Prepare agendas, circulate meeting materials and manage follow-up action items.
  • Coordinate across time zones and ensure timely reminders for executives.

Logistics & Travel Coordination

• Arrange travel itineraries, flights, hotel bookings and onsite logistics.
  • Coordinate visits to Strataphy sites, partners, clients and exhibitions.
  • Manage vehicle bookings, airport pickups and event registrations.

HR Administrative Support

• Assist with job postings, interview scheduling and candidate coordination.
  • Collect and organize employee documents including contracts, IDs and onboarding forms.
  • Maintain updated HR records and support internal HR processes.

Digital File & Workspace Organization

• Organize and structure company's Google Drive folders for all departments.
  • Ensure file naming consistency, correct permissions and clean archival systems.
  • Coordinate shared folders between teams, contractors and external partners.

Process Documentation in Notion

• Build and maintain company operating workflows in Notion.
  • Create structured pages for SOPs, project processes, templates, checklists and knowledge bases.
  • Ensure information is updated, accessible and version‑controlled.

Accounting Data Entry (Preliminary)

• Enter invoices, receipts and expense reports into accounting sheets or systems.
  • Maintain monthly expense folders and ensure accuracy of submissions.
  • Prepare basic summaries for the finance team.

Administrative & Office Support

• Prepare documents, letters, reports and presentations when required.
  • Manage office supplies, vendor communication and procurement tasks.
  • Support internal events, workshops and team activities.
  • Perform general administrative tasks as needed.

Requirements

• Minimum is 3 years and ideal is 5 years of experience in a similar role.
• High level of organization and attention to detail.
• Confidential handling of sensitive information.
• Strong communication skills in English; Arabic preferred.
• Ability to prioritize tasks and meet deadlines in a fast‑paced environment.
• Proactive problem‑solving and ownership of assigned tasks.
• Ideally someone who already lives in Khobar.