Executive Assistant

Islamic Development Bank; Jeddah; On-site; SAR 180,000 - 340,000; Full time

Job summary

Islamic Development Bank seeks an experienced executive assistant to organize and coordinate the CFO's daily activities and the Finance complex’s governance commitments. You will provide confidential administrative and secretarial support, manage communications, and ensure timely delivery of key reports.

You will maintain comprehensive records, coordinate internal/external stakeholders, arrange travel, and support procurement, while ensuring discretion and efficiency in all duties.

Qualifications

• Bachelor's degree.
• Minimum of 6 years of experience.

Responsibilities

• Develop daily and weekly appointment charts to capture the CFO's key commitments and prepare schedules.
• Maintain a stakeholder database and manage all correspondence and appointments to avoid overlaps.
• Coordinate with internal parties on deadlines for financial reporting, budget submissions, audits, and committee papers.
• Prepare activity reports, presentations, briefing packs, and other reports for the CFO on request.
• Act as secretary for Finance complex management meetings: agendas, minutes, and action follow-ups.
• Arrange official travel for the CFO, assist with mission approvals, settlements, bookings and hotel stays.
• Follow up on procurement requests and related vendor invoices for the Finance complex.
• Maintain secure, up-to-date physical and digital archives of CFO correspondence.
• Support automation of admin tasks in coordination with Digital & Corporate Excellence.

Skills

English proficiency

Arabic or French

Education

Bachelor's degree

Job description

JOB PURPOSE

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 modified 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 amp Corporate Excellence

ACADEMIC AND PROFESSIONAL QUALIFICATIONS

• Bachelor's degree Minimum of 6 years of experience

SKILLS & NECESSARY KNOWLEDGE

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