Executive Assistant to the CEO

Madar; Saudi Arabia; On-site; SAR 167,000 - 234,000; Full time

Job summary

Madar is seeking an organized Executive Secretary to support the CEO in Riyadh. You will manage schedules, prepare communications, and coordinate with executives and external partners to advance strategic initiatives.

Ideal candidates have 3–5 years of executive support experience, bilingual proficiency in English and Arabic, and strong discretion. The role requires on-site presence and high professional standards in a fast-paced digital logistics environment.

Qualifications

• Bachelor's degree in relevant field is required.
• 3–5 years of executive support experience, preferably with a CEO or C-level executive.
• Excellent written and verbal English and Arabic communication.
• Strong organizational, time-management, and multitasking abilities.
• High level of professionalism, discretion, and confidentiality.

Responsibilities

• Manage the CEO’s calendar, appointments, and meetings; prioritize requests.
• Coordinate with management, Board members, and external parties.
• Prepare agendas, materials, and minutes for meetings.
• Draft official letters, emails, and communications as needed.
• Arrange business travel; prepare itineraries and visit plans.
• Maintain confidential CEO files and ensure timely follow-up on actions.
• Represent the CEO’s office professionally with stakeholders.

Skills

Calendar management

Executive support

Communication

Stakeholder management

Time management

Discretion & confidentiality

Education

Bachelor's degree in Business Administration/Management/Communications

Tools

Microsoft Office

Outlook

PowerPoint

Job description

Madar is a leading Saudi digital logistics platform, owned by Elm transforming transportation management across industries.

It connects shippers, carriers, and logistics partners through a unified ecosystem that delivers visibility, efficiency, and automation.

Madar enables seamless shipment execution, financial integration, and real-time tracking — redefining the future of logistics in the Kingdom and beyond.

Madar is seeking a highly organized, professional, and proactive Executive Secretary to the CEO to join our team and provide high-level executive and administrative support to the Chief Executive Officer.

In this role, you will be responsible for managing the CEO’s day-to-day schedule, meetings, correspondence, and executive commitments, while ensuring effective follow-up on key decisions and assignments.

To provide direct executive and administrative support to the Chief Executive Officer (CEO) by effectively managing schedules, appointments, meetings, correspondence, information, and documentation.

The role is responsible for following up on assignments and decisions, ensuring the efficiency of the CEO’s activities and facilitating smooth communication with executives, stakeholders, and external parties

Key Responsibilities

• CEO Office Management Manage and organize the CEO’s calendar, appointments, and meetings.
• Prioritize meetings, requests, and commitments based on business priorities.
• Coordinate with executive management, Board members, and external parties.
• Organize official visits, interviews, and business meetings.
• Ensure the CEO’s schedule is efficiently managed and aligned with business priorities.
• 2. Meetings & Follow-Up Coordinate and schedule meetings for the CEO, including preparing agendas and required materials.
• Attend meetings when required and prepare accurate meeting minutes.
• Follow up on decisions, assignments, and action items to ensure timely completion.
• Maintain action trackers and provide timely reminders on high-priority tasks.
• Monitor pending actions and provide regular updates to the CEO.
• 3. Correspondence & Communication Manage and organize the CEO’s emails, correspondence, and communications.
• Draft and prepare official letters, emails, and business correspondence when required.
• Facilitate communication between the CEO and various departments.
• Handle confidential and sensitive information with the highest level of professionalism and discretion.
• Ensure timely and accurate responses to requests and communications.
• 4. Reports & Presentations Prepare and organize reports, presentations, and briefing materials for meetings.
• Collect and consolidate information and data from different departments when required.
• Maintain and organize the CEO’s files, documents, and records.
• Ensure all executive documents are accurate, up to date, and easily accessible.
• 5. Travel & Executive Support Arrange business travel, including flights, hotels, transportation, and related requirements.
• Prepare detailed travel itineraries, meeting schedules, and visit plans.
• 1 Coordinate with internal and external parties to ensure smooth execution of business trips and executive engagements.
• Provide administrative support for executive assignments and special projects when required.
• 6. Stakeholder Coordination Communicate professionally with Board members, executive management, clients, partners, government entities, and other stakeholders.
• Facilitate effective communication between the CEO and relevant internal and external stakeholders.
• Represent the CEO’s office in a professional manner that reflects the company’s standards, reputation, and position.
• Maintain strong professional relationships with key stakeholders.

Key Performance Indicators (KPIs)

• Accuracy and efficiency in managing the CEO’s calendar and schedule.
• Timely follow-up and closure of assignments and action items.
• Responsiveness to correspondence, requests, and executive requirements.
• Quality and effectiveness of meeting organization and executive materials.
• CEO and stakeholder satisfaction.
• Compliance with confidentiality and proper handling of sensitive information.
• Timely preparation of reports, presentations, and required documentation.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• 3–5 years of relevant experience in Executive Assistance, Executive Secretary, Personal Assistant, or a similar role.
• Previous experience supporting a CEO, C-Level Executive, or senior management is highly preferred.
• Excellent written and verbal communication skills in English and Arabic.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Strong proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• High level of professionalism, discretion, and confidentiality.
• Strong interpersonal and stakeholder management skills.
• Ability to work under pressure and handle sensitive matters with maturity and professionalism.