Executive Assistant

Petromin Corporation; Jeddah; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading company in the region seeks an Executive Assistant to support the CEO. Responsibilities include managing calendars, travel arrangements, and preparing expense reports. The ideal candidate should have a Bachelor's degree in Business Administration, at least 4 years of relevant experience, and fluency in English and Arabic. This role is critical for maintaining efficient operations within the organization.

Qualifications

• High school diploma required.
• Minimum 4 years relevant experience.
• Fluency in English & Arabic.

Responsibilities

• Manage CEO's calendar and travel arrangements.
• Prepare expense reports and maintain records.
• Assist in preparing for CEO meetings.

Skills

Time management

Attention to detail

Organization

Education

Bachelor's degree in Business Administration or related field

Tools

Word processing software

Spreadsheet software

Presentation software

Job description

Executive Assistant’s responsibilities include managing calendars, making travel arrangements, and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members. You should be smart in terms of gathering information from different resources. Maintaining an ironclad database for the documents received addressed to the CEO office. Punctuality and detail-oriented are the top attributes that best define an Executive Assistant. You will play a pivotal role in maintaining a smooth workflow and enabling the CEO to focus on their strategic responsibilities. Your contributions will directly impact on the success of the organization and its leadership team.

Key Responsibilities

• Preparing and maintaining personal expense report for CEO, memos, and other documents.
• Answering phones and routing calls to the correct person or taking messages.
• Handling basic bookkeeping tasks.
• Filing and retrieving corporate records, documents, and reports.
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Help in preparing for all CEO meetings, sharing the invite with relevant stakeholders.
• Making sure all necessary items are available prior to meetings
• Accurately recording minutes from meetings, preparing the action plan, and sharing it with the relevant stakeholders
• Greeting visitors and guiding them as per the confirmed meeting schedule.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Scanning through all incoming memos, submissions, and distributing them as needed.
• Handling all travel arrangements for the CEO (applying for Visa, flight & hotel arrangements)
• Performing office duties that include ordering supplies and managing a records database.
• Opening, sorting, and distributing incoming mail, emails, and other correspondence.
• Provide general administrative support.

Educational Qualifications

High school diploma required, Bachelor's degree in Business Administration or related field preferred

Experience

Minimum 4 years adequate experience in relevant fields

Languages Proficiency

Fluency in English & Arabic languages