Assistant to Chief Executive Officer

Trivers; Dammam; On-site; SAR 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a proactive Executive Office Manager to oversee daily operations and support the CEO. This dynamic role involves coordinating schedules, managing meetings, and ensuring efficient office management. The ideal candidate will possess strong organizational skills and a keen ability to maintain confidentiality while handling sensitive information. Join a forward-thinking company where your contributions will directly impact strategic goals and foster a productive work environment. If you are a detail-oriented professional with a passion for excellence, this opportunity is perfect for you.

Qualifications

• 4+ years experience as an Executive Office Manager or similar role.
• Strong time management and organizational skills are essential.

Responsibilities

• Manage daily operations of the executive office efficiently.
• Assist the CEO with scheduling, reports, and administrative tasks.

Skills

Time Management

Organizational Skills

Communication Skills

Document Drafting

Confidentiality

Microsoft Office Proficiency

Negotiation Skills

Teamwork Skills

Education

Bachelor's Degree in Business Administration

Tools

Microsoft Office

Job description

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Objective of the Position:

The Executive Office Manager is responsible for managing the internal operations of the office, organizing schedules, and overseeing the coordination of internal and external meetings. They are also responsible for preparing and reviewing reports, assisting the CEO with daily tasks, supervising administrative activities, and maintaining an organized and efficient office environment. The role ensures the proper use of resources, tools, and information while safeguarding sensitive materials and adhering to confidentiality policies.

Key Responsibilities and Duties:

• Office Management:
• Efficiently manage and organize the executive office’s daily operations.
• Oversee the scheduling and organization of internal and external meetings.
• Schedule Coordination:
• Strategically manage the CEO’s agenda and schedule, ensuring timely updates and adjustments as necessary.
• Review and approve meeting schedules, providing justifications for any changes or postponements.
• Communication and Correspondence:
• Draft and translate official documents, reports, and correspondence professionally.
• Review incoming and outgoing mail, faxes, and documents, presenting them to the CEO for review.
• Document and File Management: Maintain and manage office documents, administrative records, and confidential files effectively.
• Interaction with Stakeholders: Facilitate communications with internal and external parties, including email and correspondence.
• Logistics and Travel: Organize and arrange travel plans, accommodations, and other logistical needs for the CEO.
• Confidentiality: Ensure strict confidentiality of information and files in line with company policies.
• Administrative Systems: Develop and implement new administrative systems and procedures to enhance efficiency.
• Office Expenses: Oversee office-related expenses and manage the financial budget effectively.
• Reporting: Prepare and draft reports, presentations, and summaries for the CEO.
• Maintenance and Resources: Ensure all office equipment is functional and coordinate necessary maintenance.
• CEO Support: Assist the CEO in all duties as per company requirements, ensuring compliance with organizational policies and regulations.

Performance Indicators:

• Quality and accuracy of reports.
• Effectiveness in managing and organizing the CEO's meetings and agenda.
• Contribution to achieving the CEO's strategic goals.
• Efficiency in organizing administrative tasks and maintaining confidentiality.
• Ability to handle work pressure and meet deadlines.

Required Qualifications:

Education:

• Bachelor's degree in Business Administration or a related field.

Experience:

• A minimum of 4 years of prior experience as an Executive Office Manager or in a similar position.

Skills:

• Strong time management and organizational skills.
• Excellent communication and interpersonal abilities.
• Proficiency in document drafting and translation.
• Ability to maintain strict confidentiality and attention to detail.
• Proficiency in using Microsoft Office and related tools.
• Capability to handle multiple tasks under pressure.
• Ability to draft reports, meeting minutes, and formal documents.
• Negotiation and teamwork skills.

Languages:

• Fluency in Arabic (required).
• Fluency in English (preferred).

Additional Requirements:

• Strong discipline and punctuality.
• Logical and critical thinking skills.
• Ability to handle responsibility and make decisions wisely.
• Polished and professional demeanor with excellent listening and observational skills.
• Ability to work under pressure and manage challenging situations effectively.
• Integrity, accuracy, and reliability in carrying out responsibilities.

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