CEO Office Manager

Ibraq - Ibrahim Alqurashi; Jeddah; On-site; SAR 150,000 - 200,000; Full time

Job summary

A retail and wholesale company in Jeddah is seeking a proactive CEO Office Manager to support the executive team. The ideal candidate will manage the CEO's calendar, facilitate communication, and oversee key projects, requiring strong organizational skills and fluency in Arabic and English. This is a pivotal role ensuring effective operation of the CEO's office while supporting strategic planning and implementation.

Qualifications

• Proven experience as an executive assistant, office manager, or similar role.
• Exceptional organizational and multitasking skills.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Fluency in both Arabic and English is highly desirable.

Responsibilities

• Manage the CEO's calendar, including scheduling meetings and travel arrangements.
• Serve as a liaison between the CEO and stakeholders.
• Prepare reports, presentations, and documentation.
• Coordinate special projects and initiatives as directed by the CEO.

Skills

Organizational Skills

Communication Skills

Technical Proficiency

Problem-Solving Skills

Confidentiality

Education

Degree in business administration or a related field

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

We are seeking a proactive and highly organized CEO Office Manager to support the executive team in our retail and wholesale company based in Jeddah, Saudi Arabia. This role is pivotal in ensuring the smooth operation of the CEO's office and facilitating communication between the executive team and various departments. The ideal candidate will possess exceptional organizational skills, a keen attention to detail, and the ability to manage multiple tasks simultaneously. As the CEO Office Manager, you will be the backbone of the executive team, responsible for managing schedules, coordinating meetings, and overseeing important projects. You will also play a key role in strategic planning and execution, helping to drive the company towards its goals.

Responsibilities:

1. Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements, ensuring optimal time management.
2. Prepare and distribute meeting agendas and minutes, and follow up on action items to ensure accountability and progress.
3. Serve as a liaison between the CEO and internal/external stakeholders, maintaining effective communication and fostering strong relationships.
4. Oversee the preparation of reports, presentations, and other documentation as required by the CEO for meetings and strategic initiatives.
5. Assist in the development and implementation of office policies and procedures to improve operational efficiency.
6. Coordinate special projects and initiatives as directed by the CEO, ensuring timely completion and alignment with company objectives.
7. Manage office supplies and resources, maintaining inventory and ensuring cost-effectiveness.
8. Conduct research and provide insights on industry trends, competitive analysis, and potential business opportunities.
9. Support the recruitment and onboarding processes for new hires within the executive office.
10. Maintain confidentiality and discretion in handling sensitive information and communications.

Preferred Candidate:

1. Proven experience as an executive assistant, office manager, or similar role, preferably within the retail or wholesale sector.
2. Exceptional organizational and multitasking skills, with the ability to prioritize tasks effectively.
3. Strong interpersonal and communication skills, both written and verbal, with a professional demeanor.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
5. Ability to work independently and as part of a team, demonstrating initiative and a proactive approach.
6. Strong analytical and problem-solving abilities, with a keen attention to detail.
7. Experience in managing budgets and financial reporting is a plus.
8. Fluency in both Arabic and English is highly desirable.
9. A degree in business administration or a related field is preferred.
10. Flexibility to adapt to changing priorities and demands in a fast-paced environment.

Skills

• Organizational Skills: The ability to effectively manage time and prioritize tasks to ensure the CEO’s office runs smoothly. This includes scheduling, project management, and maintaining an orderly workflow.
• Communication Skills: Strong verbal and written communication skills are essential for liaising with various stakeholders, preparing reports, and facilitating meetings.
• Technical Proficiency: Proficiency in Microsoft Office Suite and familiarity with project management software is crucial for preparing documentation and managing projects efficiently.
• Problem-Solving Skills: The ability to analyze situations, identify issues, and develop solutions is key for addressing challenges that arise in the executive office.
• Confidentiality: Maintaining discretion and confidentiality when handling sensitive information and communications is vital in this role.