Executive Assistant

Confidential Careers; Riyadh; On-site; SAR 180,000 - 300,000; Full time

Job summary

Confidential Careers seeks an Executive Assistant to support the CEO in a highly regulated pharmaceutical environment in Riyadh. The role requires professionalism, discretion, and strong organizational skills to manage calendars, correspondence, and board materials.

Responsibilities include coordinating meetings, travel, governance documentation, and expense tracking, while acting as a trusted liaison across senior leadership and external stakeholders. Fluency in English and Arabic is preferred.

Qualifications

• Proven experience supporting C-suite or senior leaders in a regulated environment.
• Strong calendar, travel, and document management skills.
• Exceptional written and verbal communication with attention to detail.

Responsibilities

• Manage CEO calendar, meetings, and schedules; prioritize commitments.
• Draft and edit correspondence, reports, and board materials with accuracy.
• Coordinate Board/Executive Committee materials and governance updates.

Skills

Executive support

Calendar management

Communication

Discretion

Education

Bachelor’s degree in business administration

Tools

MS Office

Job description

Provide comprehensive, high-level administrative and organizational support to the Office of the CEO, acting as a trusted liaison between the CEO, Board of Directors, senior leadership, and internal and external stakeholders. The role requires a high level of professionalism, discretion, confidentiality, and attention to detail within a highly regulated pharmaceutical environment.

Key Accountabilities

Calendar & Meeting Management

• Proactively manage and prioritize the CEO’s calendar, including internal and external meetings, appointments, and commitments.
• Coordinate meeting schedules, resolve conflicts, and ensure effective time management.
• Prepare agendas and coordinate logistics for Board of Directors meetings, Executive Committee meetings, and corporate events.

Correspondence & Communication

• Screen and manage calls, emails, and correspondence on behalf of the CEO.
• Draft, edit, and proofread letters, memoranda, reports, and other business communications with a high level of accuracy and professionalism.
• Ensure timely and appropriate communication with internal and external stakeholders.

Board & Regulatory Support

• Prepare and compile Board packs, governance documents, and executive materials, including regulatory, clinical, and commercial updates.
• Coordinate with Regulatory Affairs, Quality, Medical, and Legal departments to ensure the CEO’s Office receives accurate and timely information.
• Support the preparation and organization of Board and governance-related documentation.

Reports & Presentations

• Prepare executive reports, presentations, briefing materials, and summaries for the CEO.
• Handle confidential and time-sensitive information with accuracy and discretion.
• Consolidate information from various departments into clear and professional executive-level materials.
• Serve as a primary point of contact between the CEO’s Office and internal departments and external stakeholders.
• Facilitate effective information flow and coordination across Commercial, R&D, Regulatory Affairs, Quality, Manufacturing, Legal, Finance, and other relevant functions.
• Follow up on requests and ensure timely responses and actions.

Travel & Logistics Management

• Arrange complex domestic and international travel, including flights, visas, accommodation, transportation, and detailed itineraries.
• Prepare travel schedules, supporting documentation, and expense reports.
• Ensure all travel arrangements are efficiently coordinated and aligned with the CEO’s schedule.

Confidentiality & Compliance

• Maintain, organize, and safeguard sensitive corporate, clinical, regulatory, and commercial records with the highest level of confidentiality and discretion.
• Ensure that correspondence, meetings, expenses, and interactions with internal and external stakeholders comply with the company’s Code of Conduct and applicable compliance standards.
• Handle confidential information responsibly and maintain strict professional integrity.

Project & Task Follow-Up

• Track key initiatives, action items, and decisions originating from the CEO’s Office.
• Follow up with relevant departments to ensure agreed actions are completed within established deadlines.
• Provide regular updates on the status of key tasks and initiatives.

Stakeholder & Industry Relations

• Support communication and coordination with the Board of Directors, investors, regulatory authorities, industry associations, and other key stakeholders.
• Coordinate the CEO’s participation in pharmaceutical industry forums, conferences, meetings, and other external engagements.
• Support the preparation of materials and logistics for external events.

Office Budget & Expenses

• Manage purchase requests, invoices, expense reports, and budget tracking for the CEO’s Office.
• Monitor expenses and ensure appropriate documentation and approvals are maintained.
• Support efficient and compliant budget utilization.

Job Specification

• Bachelor’s degree in business administration, Management, or a related field.
• Minimum of 5 years of relevant experience as an Executive Assistant, Personal Assistant, or in a similar role supporting C-suite executives or senior leadership.
• Previous experience in the pharmaceutical, life sciences, healthcare, or another highly regulated industry is strongly preferred.
• Strong knowledge of executive administration, calendar management, meeting coordination, business correspondence, and document preparation.
• Familiarity with pharmaceutical industry compliance principles, including interactions with healthcare professionals and anti-bribery and anti-corruption standards, is an advantage.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet tight deadlines.
• Strong attention to detail and excellent follow-up skills.
• High level of confidentiality, professionalism, integrity, and discretion.
• Excellent written and verbal communication skills.
• Fluent in English and Arabic, both spoken and written, with strong reading skills.