Executive Assistant

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

Job summary

alfanar, headquartered in Saudi Arabia, seeks an experienced executive assistant to provide high‑quality coordination and administrative support to the CEO. The role focuses on scheduling, communication, meeting coordination, documentation, and proactive follow‑up to enable effective decision‑making and seamless executive office operations.

Responsibilities include end‑to‑end meeting logistics, calendar management, confidential correspondence, travel arrangements, and preparation of executive

Qualifications

• Bachelor's degree in Business Administration or a related field.
• 4–6 years of experience in executive support or a similar role.
• Experience coordinating calendar, meetings, and confidential correspondence.

Responsibilities

• Meeting Preparation and Coordination: Coordinate end-to-end meeting logistics and stakeholder coordination.
• Calendar and Schedule Coordination: Manage CEO calendar, align priorities, and resolve conflicts.
• Correspondence Coordination: Oversee executive correspondence handling and tracking.
• Administrative and Logistics Support: Arrange travel, accommodations, and event logistics.
• Mail Coordination: Manage physical mail and courier handling securely.
• Task and Action Item Follow-Up: Track actions and provide progress updates.
• Delivery and Quality: Ensure timely delivery of tasks with attention to quality.
• Problem-Solving: Escalate issues and resolve operational challenges.
• Business Process Improvement: Document systems and seek automation opportunities.
• Compliance and Health & Safety: Adhere to policies and ensure safety/compliance as required.

Job description

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To provide high-quality executive coordination and administrative support to the CEO by ensuring efficient scheduling, communication, meeting coordination, documentation, and follow-up, enabling effective decision-making and seamless executive office operations.

Key Accountability Areas

Meeting Preparation and Coordination:

• Coordinate end-to-end meeting logistics, including agenda development, material preparation, and stakeholder coordination.
• Prepare presentations and supporting documents that meet executive standards for clarity, accuracy, and strategic relevance.
• Monitor meeting timelines and agenda flow to support effective use of executive time.
• Prepare executive summaries, briefing notes, and meeting records to support informed decision-making.

Calendar and Schedule Coordination:

• Coordinate the CEO's calendar, ensuring alignment of operational priorities, strategic engagements, and personal commitments.
• Identify potential scheduling conflicts and coordinate timely adjustments to maintain continuity.
• Liaise with internal and external stakeholders to schedule meetings and align meeting objectives.
• Handle sensitive communications and confidential documents with discretion and in accordance with organizational policies.
• Maintain secure records and archives of confidential correspondence, ensuring accuracy, traceability, and privacy.
• Serve as a point of contact for confidential matters requiring executive attention.

Correspondence Coordination:

• Coordinate the preparation, review, routing, and archiving of executive correspondence.
• Ensure written communications reflect the CEO's tone, intent, and strategic messaging.
• Maintain correspondence tracking records and follow up on response timelines as required.

Administrative and Logistics Support:

• Coordinate travel arrangements, accommodation bookings, itineraries, and event logistics for executive activities.
• Process executive approvals and administrative documentation to support timely workflow completion.
• Provide administrative support for ad hoc requests and priority assignments.

Mail Coordination:

• Coordinate the receipt, sorting, and dispatch of physical mail and packages.
• Maintain accurate records of incoming and outgoing mail, ensuring secure handling of confidential deliveries.

Task and Action Item Follow-Up:

• Maintain and update action item trackers arising from executive meetings and directives.
• Follow up with responsible stakeholders on assigned tasks and document progress updates.
• Prepare regular status updates for the CEO on action item progress and completion.

Role Accountability

• Ability to obtain updated soft and technical skills related to the job

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvement:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Bachelor Degree in Business Administration or Any relevant field

Work Experience

4 to 6 Years

Technical / Functional Competencies

Ad Hoc Reporting

Clerical Documentation Standards and Procedures