Executive & Project Support Specialist
3 weeks ago
Role Description:
This position is essential for managing day-to-day administrative tasks, scheduling, coordinating projects, and tracking deliverables. The Executive & Project Support Specialist will also prepare reports, draft contracts or MOUs, and assist with basic financial tasks such as budget planning. Serving as the go-to person for both executive assistance and project coordination, this role keeps the team organized, informed, and moving forward.
Key Responsibilities:
- Project Coordination: Track progress, follow up with internal teams, maintain project schedules, coordinate deliverables, and assist in workflow management (using tools like Notion or similar).
- Reporting Documentation: Prepare regular reports, gather data for executive briefs, develop project documentation and templates, and ensure proper documentation and filing.
- Administrative Personal Assistance: Manage calendars, schedule appointments, handle emails, organize tasks, and maintain meeting minutes (MoMs).
- Financial Contractual Assistance: Support in budget planning, drafting financial proposals, handling basic accounting tasks in Excel (pivot tables, sorting, data analysis), and assisting with contract reviews/MOUs.
- Process Workflow Improvement: Collaborate on creating and refining workflows, procedures, templates, and documentation to improve team efficiency.
Ideal Skills Experience:
- Strong administrative and secretarial skills
- Project management fundamentals (scheduling, follow-ups, stakeholder coordination)
- Proficiency in Excel (pivot tables, data formatting)
- Basic contractual understanding (MOUs, NDAs)
- Excellent organizational, communication, and reporting skills
- Proactive and detail-oriented, with a willingness to learn new tools and processes
Preferred Qualifications:
- Bachelor's degree in Business Administration, Management, or a related field
- Experience with project management and productivity tools (e.g., Notion, Trello, Asana)
- Proficiency in Microsoft Excel (pivot tables, data analysis) and strong organizational skills
- Basic knowledge of financial planning and contract/MOU processes
- Excellent written and verbal communication skills (English and Arabic preferred)
- Detail-oriented, proactive, and able to handle multiple priorities
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