Executive Assistant

CareerDubai; Al Khobar; On-site; SAR 90,000 - 150,000; Full time

Job summary

A well-funded deeptech company in Khobar is seeking an Executive Assistant to provide comprehensive administrative and operational support to the executive team. Responsibilities include managing schedules, organizing travel, assisting with HR tasks, and maintaining digital files. The ideal candidate should have 3-5 years of experience, strong organizational skills, and proficiency in English, with Arabic preferred. This role is a great opportunity for someone residing in Khobar.

Qualifications

• 3-5 years of experience in a similar administrative role.
• Strong communication skills in English; Arabic preferred.
• Ability to prioritize tasks effectively.

Responsibilities

• Schedule and coordinate meetings for the executive team.
• Arrange travel itineraries and logistics.
• Assist with HR administrative tasks such as job postings and candidate coordination.
• Organize and structure company digital files.
• Build operating workflows in Notion.
• Enter invoices, receipts, and expense data for finance team; basic summaries.

Skills

Organization

Communication skills

Problem-solving

Attention to detail

Google Drive

Vendor & office support

Tools

Google Drive

Notion

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.