Executive Assistant To CEO

Ihorizons; United States; Remote; USD 85,000 - 120,000; Full time

Job summary

Ihorizons is hiring a fully remote, full-time Executive Assistant to support the CEO in the United States. You will manage complex scheduling, coordinate meetings, prepare agendas, take minutes, and ensure the CEO is well prepared for engagements.

You will also handle travel arrangements, draft reports and presentations, and act as a liaison with executives and staff to keep initiatives on track with discretion and professionalism.

Qualifications

• 3–5 years as CEO-level EA or equivalent.
• Overall 7+ years of professional experience.
• Excellent communication in Arabic and English.

Responsibilities

• Manage professional and personal scheduling for CEO.
• Manage the CEO’s calendar and arrange appointments, prepare agendas.
• Attend meetings, prepare minutes and follow up on actions.
• Prepare reports, presentations, and maintain task lists.
• Screen calls and manage communications between CEO and stakeholders.
• Draft, format, and assemble reports and documents.

Skills

Executive support

Calendar management

Meeting coordination

Travel planning

Communication

Education

Bachelor's degree in Business Administration

Master's degree in Business Administration

Tools

MS Office

Email management

Job description

This is a full Time Fully remote job

• Manage professional and personal scheduling for CEO.
• Manage the CEO’s calendar and arrange his appointments and meetings, prepare agendas, and coordinate with all relevant parties. Ensure that the CEO is well prepared for meetings.
• Attend CEO’s meetings as and when required, prepare meeting minutes and follow up on tasks and actions.
• Update, maintain and prioritize the CEO's task lists.
• Deputize for CEO: make decisions and delegate work to others in the CEO's absence as agreed with CEO.
• Manage communications between CEO, senior management and employees on all tasks and initiatives, liaising with internal and external executives on various projects and initiatives.
• Collect and present departmental progress reports on projects and initiatives to the CEO. Analyze them and report variances to plans and
• Check CEO’s emails and respond to them when needed. Research information for replies to messages where appropriate, both internally and externally.
• effective management of own time tasks and in building efficient work relationships
• Screen and handle his phone calls and communications
• Maintain CEO's contacts
• Manage internal and external communication in a timely and in a solution-oriented approach
• Handle the role of Management Committee (MC) Secretary
• Assist the CEO in envisioning and developing new business cases
• Understand the company’s vision and objectives and dedicate yourself to achieving them
• Keep abreast of company policies and procedures and help others understand and follow them
• Continuously focus on enhancing and developing processes and procedures for handling work
• Help document new business concepts and initiatives in presentable formats
• Carry out background research on various topics for the CEO and present reports and findings to stakeholders
• Help formulate business models and feasibility studies
• Come up with initiatives to improve overall work effectiveness and help develop procedures and systems to enhance work environment and general performance
• Support CEO in maintaining outstanding engagement levels with key clients and partners
• Maintain and protect company ethics with an extreme sense of commitment, confidentiality, discretion and with extreme professionalism and integrity
• Help CEO stay updated on project implementation statuses
• Assist the CEO in initiating and carrying forward various organizational development activities and initiatives
• Draft, type, edit, format proofread and assemble reports, documents and presentations
• Ensure staff adherence to standards and procedures and expedite workflows
• Perform administrative and office support, such as writing business letters, typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
• Review internal documents prepared by staff before passing them to the CEO
• Handle CEO’s travel arrangements and plans.

Job Requirements

• Preferably a university degree in Business Administration. A master’s degree in business administration is a plus.
• Worked as a CEO-level EA for at least 3-5 years, with overall experience of at least 7 years
• Excellent communication and presentation skills in Arabic and English, both verbally and written.