Executive Assistant

Islamic Development Bank (IsDB); Jeddah; On-site; SAR 60,000 - 120,000; Full time

Job summary

Islamic Development Bank (IsDB) in Jeddah seeks an experienced executive assistant to support the CFO and manage the Finance complex’s day-to-day activities. The role involves administrative and secretarial duties, ensuring confidentiality and smooth operations across internal and external stakeholders.

You will coordinate calendars, prepare reports, and assist with travel arrangements and governance commitments, while maintaining archives and driving automated processes where possible.

Qualifications

• English is compulsory.
• Arabic and/or French is a plus.
• Minimum of 6 years of experience as an executive assistant/secretary or similar role.

Responsibilities

• Develop daily and weekly appointment charts for the CFO’s commitments.
• Maintain stakeholder database; manage correspondence and calendar; coordinate meetings to avoid overlaps.
• Track deadlines for financial reporting, budget submissions, audit requests, and committee papers; prepare inputs.
• Prepare activity reports, presentations, briefing packs, and other reports for the CFO on request.
• Act as secretary for CFO meetings; prepare agendas, record minutes, and follow up on actions to closure.
• Arrange official travel for the CFO; manage travel approvals, bookings and hotel reservations.
• Monitor procurement requests and vendor invoices relevant to the Finance complex.
• Maintain secure physical and digital archives of correspondence addressed to the CFO.
• Assist in automating administrative processes in coordination with Digital & Corporate Excellence.

Skills

English

Arabic

French

Job description

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This role is responsible for organizing and coordinating the activities of the CFO in order to facilitate the efficient and smooth functioning of the Finance complex on a day-to-day basis. The role will primarily consist of providing administrative and secretarial support to the CFO and serving as the custodian for all documentation being handled in the Finance complex. The role will also coordinate with internal and external stakeholders to ensure the timely delivery of the complex’s key reporting and governance commitments, while handling confidential information with the utmost discretion.

KEY ACCOUNTABILITIES

• Develop daily and weekly appointment charts to capture the CFO’s key commitments, prepare the schedule for the upcoming week/month, and ensure all Finance complex staff are aware of the CFO’s schedule.
• Maintain a database of all relevant stakeholders and their contact details, manage all correspondence and appointments, regulate the flow of meetings in order to avoid overlaps and reflect modifications or cancellations in the daily, weekly, and monthly schedules as needed.
• Coordinate and follow up on all Finance complex matters of importance with relevant internal parties, including deadlines for financial reporting, budget submissions, audit requests, and committee papers, to obtain the required inputs in a timely manner.
• Prepare activity reports, presentations, briefing packs, and other specific reports for the CFO upon request.
• Act as the secretary of the Finance complex management meetings, including preparing agendas, recording minutes, and following up on action items until closure.
• Make arrangements for the official travel of the CFO, follow up on mission approval requests and settlements, and oversee travel bookings and hotel reservations.
• Follow up on procurement requests and vendor invoices related to the Finance complex.
• Maintain complete, secure, and up-to-date physical and digital archives of all correspondence addressed to the CFO.
• Ensure optimal automation of administrative support, as relevant, in coordination with Digital & Corporate Excellence.

KEY ACCOUNTABILITIES

KEY ACCOUNTABILITIES

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ACADEMIC AND PROFESSIONAL QUALIFICATIONS

• Minimum of 6 years of experience

SKILLS & NECESSARY KNOWLEDGE

• English is compulsory
• Arabic and/or French is a plus

ABOUT APPLICATION PROCESS

If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):

• Resume/CV
• Copy of passport
• Academic certificate

If you are currently an IsDB Regular staff applying for this role and get selected through the competitive selection process; your current contract type and other terms and conditions will remain unchanged.

The Islamic Development Bank (IsDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the IsDB does not request information on applicants’ bank accounts. The IsDB declines all responsibility for the fraudulent publications of job posts or job offers in its name or, in general, for the fraudulent use of its name in any way whatsoever.