Executive Personal Assistant

Kaizen Firm; Jeddah; On-site; SAR 201,000 - 290,000; Full time

Job summary

Kaizen Firm is seeking an Executive Personal Assistant to provide high-level administrative and operational support to the Chief Operating Officer in Jeddah. The role requires a highly organized, professional, and dependable individual who can manage multiple priorities in a fast-paced environment.

You will manage the COO’s calendar, arrange domestic and international travel, prepare meetings and reports, take minutes, and handle confidential information with discretion.

Qualifications

• Diploma or bachelor’s degree in Business Administration, Office Management, Executive Secretarial Studies or a related field is preferred.
• Previous experience as an Executive Personal Assistant, Personal Assistant or Executive Secretary.
• Fully conversant in English, both written and spoken.
• Arabic language proficiency is required.
• Excellent working knowledge of Microsoft Word, Excel and PowerPoint.
• Proficient in the professional use of ChatGPT and other AI productivity tools for drafting, summarizing, research support and administrative efficiency.

Responsibilities

• Provide high-level administrative and operational support to the COO.
• Manage the COO’s calendar, appointments, meetings and daily schedule.
• Coordinate internal and external meetings.
• Prepare meeting agendas, presentations, reports and supporting documents.
• Attend meetings when required and take accurate, professional notes and minutes.
• Record decisions, action items and deadlines.
• Draft and manage professional correspondence, emails, letters and reports.
• Coordinate travel arrangements for the COO, including visas and itineraries.
• Handle confidential and sensitive information with discretion.
• Prepare and submit timesheets and maintain timekeeping records.
• Process expense claims and credit card reconciliations.
• Liaise with Payroll, HR and Finance on timesheets and queries.
• Coordinate executive events and special projects as directed.

Skills

English fluency

Arabic proficiency

MS Office

AI productivity tools

Travel coordination

Timekeeping

Note-taking

Communication

Organizational skills

Independent work

Education

Diploma or Bachelor's degree in Business Administration or related field

Tools

MS Word

Excel

PowerPoint

ChatGPT

Job description

The Executive Personal Assistant will provide high-level administrative and operational support

to the Chief Operating Officer. The role requires a highly organized, professional and

dependable individual who can manage multiple priorities, maintain confidentiality and work

independently in a fast-paced executive environment.

Responsibilities:

• Executive and Administrative Support
• Manage the COO’s calendar, appointments, meetings and daily schedule.
• Coordinate internal and external meetings.
• Prepare meeting agendas, presentations, reports and supporting documents.
• Attend meetings when required and take accurate, professional meeting notes and minutes.
• Record decisions, action items, responsible persons and deadlines.
• Follow up on outstanding action items and provide progress updates to the COO.
• Draft and manage professional correspondence, emails, letters and reports.
• Maintain organized electronic and physical filing systems.
• Handle confidential and sensitive information with discretion.
• Coordinate all domestic and international travel arrangements for the COO.
• Arrange flights, accommodation, ground transportation, visas and travel itineraries.
• Prepare comprehensive travel schedules and ensure that all necessary documentation is available.
• Manage last-minute travel changes and resolve travel-related issues promptly.
• Coordinate travel-related expense documentation and claims.Timesheets and Timekeeping
• Prepare, review and submit the timesheets accurately and within the required deadlines.
• Maintain accurate timekeeping and attendance records where applicable.
• Monitor deadlines for timesheet submissions and follow up on outstanding information.
• Liaise with Payroll, Human Resources and Finance regarding timesheet or timekeeping queries.
• Expenses and Credit Card Administration
• Prepare and submit the COO’s business expense claims.
• Collect, verify and organize receipts and supporting documents.
• Complete monthly company credit card reconciliations accurately and on time.
• Allocate expenses to the correct departments, projects or cost centers.
• Investigate and resolve discrepancies in collaboration with the Finance Department.
• Maintain complete and audit-ready expense and reconciliation records.
• Act as a professional point of contact between the COO and internal and external stakeholders.
• Screen and prioritize calls, correspondence, meeting requests and enquiries.
• Coordinate executive events, management meetings and business functions when required.
• Support special projects and complete ad hoc assignments as directed by the COO.
• Anticipate the COO’s administrative requirements and proactively address them.

Requirements:

• Diploma or bachelor’s degree in Business Administration, Office Management, Executive Secretarial Studies or a related field is preferred.
• Previous experience as an Executive Personal Assistant, Personal Assistant or Executive Secretary.
• Fully conversant in English, both written and spoken.
• Arabic language proficiency is required.
• Excellent working knowledge of Microsoft Word, Excel and PowerPoint.
• Proficient in the professional use of ChatGPT and other AI productivity tools for drafting, summarizing, research support and administrative efficiency.
• Experience with travel coordination, timesheets, timekeeping, expense claims and credit card reconciliations.
• Strong note-taking and minute-taking ability.
• Excellent verbal and written communication skills.
• Professional, polished and presentable appearance.
• Strong organizational and time-management skills.
• Ability to work independently with minimal supervision.
• Ability to prioritize tasks and manage competing deadlines