Executive Assistant to CEO

Jobs for Humanity; Riyadh; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading private institutional family office in Saudi Arabia seeks an Executive Assistant to the CEO. This pivotal role requires exceptional organizational skills and proactive problem-solving to support executive decision-making. The ideal candidate will manage complex schedules, facilitate communications, and conduct research for strategic initiatives. This position offers a dynamic work environment with competitive compensation aligned with experience. Ideal for professionals committed to contributing to Saudi Arabia's Vision 2030 objectives.

Benefits

Competitive salary package

Professional growth opportunities

Dynamic working environment

Qualifications

• 5-8 years of experience as an Executive Assistant supporting C-suite executives.
• Proven track record of working with demanding executives.
• Advanced proficiency in productivity tools including Microsoft Office and collaboration tools.

Responsibilities

• Manage the CEO's complex calendar and prioritize commitments.
• Act as the primary gatekeeper for all communications.
• Conduct in-depth research to support executive decision-making.

Skills

Organizational skills

Proactive problem-solving

Communication skills

Cultural intelligence

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office Suite

Notion

Slack

Job description

Company Description

We are a private, institutional family office with a long-term commitment to preserving and compounding capital across generations. Our activities focus on building a robust global investment portfolio, fostering strategic partnerships, and supporting a multigenerational legacy aligned with the Kingdom of Saudi Arabia’s development goals.

Job Description

The Executive Assistant to the CEO will serve as a strategic partner and trusted advisor to our CEO, supporting the leadership of our central shared services organization. This role demands exceptional organizational skills, proactive problem-solving abilities, and absolute discretion in managing sensitive information across multiple business entities. The ideal candidate will anticipate needs, streamline operations, and enable the CEO to focus on high-impact strategic initiatives as we build institutional capacity across legal, compliance, HR, finance, strategy, and governance functions.

Executive Support & Calendar Management

• Proactively manage the CEO's complex calendar, prioritizing commitments across multiple stakeholder entities and optimizing time allocation for strategic priorities
• Coordinate high-level meetings with internal business units, external stakeholders, investors, partners, joint venture entities, and government officials
• Prepare comprehensive meeting briefs, agendas, and post-meeting action items with follow-up tracking across service delivery functions

Strategic Communication Management

• Act as the primary gatekeeper for all communications, screening and prioritizing emails, calls, and correspondence from various business entities and stakeholders
• Draft and edit communications on behalf of the CEO, ensuring accuracy and appropriate tone for institutional audiences
• Facilitate information flow between the CEO, shared services teams (legal, HR, finance, compliance, strategy), and partner entities

Research & Strategic Support

• Conduct in-depth research and analysis to support executive decision-making on shared services delivery, resource allocation, and organizational capacity
• Develop high-quality presentations, reports, and briefing materials for steering committee meetings, board presentations, and stakeholder updates
• Track and monitor key projects, service level agreements, and deliverables across multiple partner entities and business units

Administrative Excellence

• Maintain comprehensive digital and physical filing systems with meticulous attention to security, compliance, and confidentiality across multi-entity operations
• Process expense reports, track budgets, and assist with financial documentation related to shared services delivery
• Coordinate with legal, compliance, audit, tax, and HR teams on administrative requirements and service request tracking

Travel & Logistics Coordination

• Research and compare multiple travel options (minimum 3 providers) to optimize cost and efficiency
• Arrange complex domestic and international travel itineraries with contingency planning
• Manage accommodation, ground transportation, and event logistics for executive engagements

Technology & Systems Management

• Maintain advanced proficiency in productivity tools including Notion, Slack, ChatGPT, HubSpot, and Microsoft Office Suite
• Provide basic IT support for account setup, application troubleshooting, and device configuration
• Assist in implementing workflow optimization tools to enhance service delivery efficiency across shared services functions

Stakeholder & Relationship Management

• Build and maintain professional relationships with leaders across partner entities, external advisors, vendors, and service providers
• Coordinate with cross-functional shared services teams to ensure seamless execution of service delivery initiatives
• Serve as a liaison between the CEO and stakeholders across multiple business units, representing the organization with professionalism

Service Delivery Support

• Assist in monitoring service request tracking systems and prioritization across partner entities
• Support coordination of steering committee meetings focused on capacity planning and resource allocation
• Help facilitate communication between shared services functions (legal, HR, finance, compliance, strategy) and business units

Qualifications

Experience

• 5-8 years of progressive experience as an Executive Assistant supporting C-suite executives in fast-paced, high-pressure environments
• Proven track record working with demanding executives who require proactive, anticipatory support
• Experience in family offices, shared services organizations, private equity, investment banking, or professional services preferred
• Exposure to multi-entity organizational structures is highly advantageous

Education

• Bachelor's degree in Business Administration, Communications, or related field required• Certifications in executive assistance, project management (PMP, CAPM), or office management (CAP) are advantageous

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and Google Workspace
• Experience with collaboration tools: Notion, Slack, project management platforms
• Familiarity with AI tools (ChatGPT, productivity automation)
• Basic IT troubleshooting and system configuration capabilities

Core Competencies

• Organizational Excellence: Ability to manage multiple complex priorities simultaneously across various business entities with precision and attention to detail
• Proactive Problem-Solving: Anticipate challenges and provide solutions before issues elevate across shared services delivery
• Discretion & Confidentiality: Absolute integrity in handling privileged information across multiple entities and sensitive commercial matters
• Communication Mastery: Exceptional written and verbal communication skills in English; Arabic proficiency is a strong plus
• Adaptability: Thrive in dynamic environments with shifting priorities and urgent demands across multiple stakeholders
• Cultural Intelligence: Understanding of Saudi business culture, family office operations, and Vision 2030 initiatives

Personal Attributes

• Proactive & Anticipatory: Ability to think ahead and prepare for the CEO's needs before being asked
• Resourceful: Creative problem-solver who finds solutions independently across multi-entity challenges
• Professional Maturity: Calm under pressure with sound judgment in high-stakes situations
• Collaborative Spirit: Team player who builds positive relationships across all organizational levels and entities
• Continuous Learner: Committed to professional development and staying current with best practices
• Alignment with Our Values: Meritocracy - Ethics - Responsibility - Collaboration - Impact

Additional Information

Why Join Us?

• Strategic Impact: Play a pivotal role in supporting leadership that drives Saudi Arabia's Vision 2030 objectives through institutional capacity building
• Dynamic Environment: Work alongside leading entrepreneurs, transformative national leaders, and global investment professionals across multiple business entities
• Professional Growth: Exposure to high-level strategic initiatives, multi-entity governance, shared services delivery, and organizational development
• Inspiring Culture: We cultivate a "want to work, love my job" environment through inclusive leadership, values promotion, and knowledge sharing
• Institutional Infrastructure: Contribute to building sustainable shared services infrastructure across legal, compliance, HR, finance, and strategy functions
• Competitive Compensation: Attractive salary package commensurate with experience and market standard