Executive Administrative Assistant

Rua Al Madinah Holding | رؤى المدينة القابضة; Medina Province; On-site; SAR 120,000 - 150,000; Full time

Job summary

A leading organization in operations management in Saudi Arabia is seeking an experienced Executive Assistant. This role involves managing the Executive Director's calendar, coordinating travel arrangements, drafting correspondence, and supporting various operations-related tasks. The ideal candidate will have a Bachelor's degree in Business Administration and at least 2 years of experience in executive support or office management.

Qualifications

• Minimum of 2 years of experience in executive support or office management.
• Expert-level skills in follow-up and tracking.
• Strong verbal and written communication skills.

Responsibilities

• Maintain and manage the Operations Executive Director's calendar.
• Coordinate travel arrangements including flights and hotels.
• Draft and proofread correspondence and reports.

Skills

Attention to detail

Organizational skills

Communication skills

Project coordination

Education

Bachelor’s degree in Business Administration, Management, or a related field

Job description

Job Summary:

We are looking for an experienced Executive Assistant to oversee activities within the Chief Operations Officer’s office, ensuring proper planning, coordination, and tracking across the Operations sector. This role supports executive-level operations through the following responsibilities:

Responsibilities:

• Maintain and manage the Operations Executive Director's calendar, including scheduling meetings, appointments, and travel itineraries.
• Coordinate travel arrangements, including booking flights, hotels, and ground transportation.
• Prepare briefing materials and agendas for meetings, conferences, and presentations.
• Manage incoming and outgoing emails, calls, and messages, filtering and prioritizing information for the Executive Director.
• Draft and proofread correspondence, reports, and presentations as directed.
• Liaise with internal and external stakeholders, responding to inquiries and providing accurate information.
• Maintain electronic and physical filing systems for efficient document access and retrieval.
• Track deadlines and follow up on outstanding tasks and deliverables.
• Organize and prepare meeting rooms and materials for executive meetings.
• Take accurate and comprehensive minutes during meetings.
• Provide logistical support for internal and external projects led by the Executive Director.
• Maintain strict confidentiality regarding sensitive information and financial matters.
• Exercise discretion and professional judgment in all interactions and decisions.
• Manage petty cash and the administrative budget for the Operations division.
• Coordinate office supplies and equipment needs.
• Assist with special projects and strategic initiatives as assigned.

Qualification:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum of 2 years of experience in executive support, office management, or operations coordination.
• Expert-level skills in follow-up and tracking, with strong attention to detail and deadline management.
• Intermediate proficiency in business planning, communication planning & execution, and project coordination.
• Strong organizational and multitasking abilities to manage complex schedules and priorities.
• Excellent written and verbal communication skills for professional correspondence and stakeholder engagement.
• High level of discretion, professionalism, and confidentiality in handling sensitive matters.