CEO Office Manager

CONFDENDIAL; Riyadh; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading academy for defense training in Saudi Arabia is seeking a CEO Executive Office Manager to provide high-level administrative support to the CEO and Chiefs. The role involves managing appointments, handling confidential information, and overseeing office staff. Ideal candidates will have at least 4 years of executive support experience and a Bachelor’s degree in Business Administration, along with strong communication skills and fluency in Arabic and English. This position plays a key role in ensuring the efficient function of the executive office.

Qualifications

• 4+ years of experience in executive support or similar role.
• Ability to create and manage various reports.
• Strong knowledge of office management systems.

Responsibilities

• Coordinate high-level appointments and meetings.
• Manage and coach office staff for productivity.
• Prepare meetings minutes and draft correspondence.

Skills

Executive support

Office management systems

Communication skills

Interpersonal skills

Graphic design knowledge

Fluency in Arabic

Professional English

Education

Bachelor's degree in Business Administration

Job description

Company Description

The Academy was established to train and develop qualified workforce for the Kingdom’s defense industries sector. The academy aims to fulfill localization targets and become among the top global Academies of technical excellence in defense by 2030.

Role Information

Position Title: CEO Executive Office Manager

Department: CEO Executive Office

Reports to: Chief Executive Officer

Direct Reports: Executive Assistant

Job Purpose

The position is responsible for providing high level administrative support to the CEO and Chiefs, this includes managing high level meetings, travel arrangements and handling confidential information and maintaining standards of protocols in the executive office.

Responsibilities

• Maintain standards of protocols in the CEO Office and Chiefs.
• Coordinate high level appointments and meetings and oversee logistics and support staff.
• Manage and coach office staff and delegate assignments to ensure maximum productivity.
• Liaise travel arrangements, including flight, hotel, and car rental reservations.
• Prepare meetings minutes for CEO and Chiefs meetings, and draft, review, and proofread reports and correspondence.
• Draft and review correspondences, letters, presentations and reports before submission to CEO and Chiefs.
• Answering telephone calls and emails from customers and clients and directing them to relevant staff.
• Prepare and control office budget.
• Maintain appropriate office supplies and purchase stationery, furniture, electronics as required.
• Leverage technology in automating office duties and accountabilities, including implementing correspondence technologies.
• Keep track of Academy renewal of licenses/permits/registrations and ensure legal compliance.
• Formatting, edit, and proofread emails, letters, and documents.
• Implement and manage correspondence management system and adhere to data protection regulations.
• Maintain updated filing and tracing systems.
• Maintain confidentiality of sensitive correspondences.

Qualifications

• Bachelor's degree in Business Administration or related field
• 4 or more years of experience in executive support or related field, knowledge in graphic design is preferable.
• Ability to create and manage various reports (Expense Reports, Department Progress Reports, Completion Reports, etc.)
• Strong knowledge of office management systems and procedures
• Knowledge of protocols
• Knowledge of travel arrangements and coordination
• Strong communication and interpersonal skills
• Fluency in Arabic and Professional English languages