CEO Assistant

3 weeks ago

Jeddah, Saudi Arabia DP World Full time

**Key Responsibilities**:

- Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; composing and preparing correspondence and compiling documents for meetings.
- Reviews and edit all letters sent externally by the company, in both Arabic and English, to ensure accuracy, clarity, and alignment with the company's messaging and standards.
- Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Arrange and handle all logistics for meetings and events (internal and external): schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
- Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
- Determine matters of top priority, prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.
- Responsible for organizing CEO travel and logistics including flights, arranging travel plans, visa requirements, hotel accommodation, car rental, meeting schedules while traveling, and completing expenses.
- Drafting and writing high-quality reports and presentations, as required by the CEO, and managing daily, weekly, and monthly CEO reports
- Assess inquiries directed to the CEO, determine the proper course of action and delegate to the appropriate individual to manage in consultation with the CEO.
- Ensure all staff requests for the CEO are addressed properly, efficiently, and judiciously, and keep track of progress until resolved.
- Maintains confidential files and contact information
- Update and maintain office policies and procedures
- Provide hospitality to all guests and help to create a welcoming environment.
- Direct the visitors to the appropriate staff member
- Manage Mirsal daily exchanges and ensure the objectives set are fulfilled & maintain
- Process and distribute daily mail.
- Ensure thorough follow-up on tasks, demonstrating a commitment to their successful completion, and provide regular updates to the CEO. Act as a driving force to ensure that deadlines are met and objectives are achieved.
- Suggest and implement innovative approaches to get things done on time.
- To answer telephone calls, queries & maintain contact lists
- Revert & Liaise with CEO to handle requests and queries from senior managers
- Develop and maintain a filing system to keep information structured and accessible Performs other duties as assigned.

**Job Requirements**:

- **Qualifications**: Bachelor’s degree in Business Administration, Business Management.
- **Experience**: 3 to 5 years in a related role.
- **Competencies and skills**:

- Strong interpersonal skills and the ability to build relationships with stakeholders, including external partners.
- Computer operating skills.
- Strong verbal and written communication skills.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Exceptional organizational skills and impeccable attention to detail.
- Excellent judgment is essential.
- Good negotiation skills.
- Advanced in English and Arabic languages

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