Executive Assistant

3 days ago

Jeddah, Makkah Province, Saudi Arabia Flyadeal Full time
Roles and responsibilities

The Executive Assistant plays a critical role in supporting our C-level leadership team by ensuring seamless coordination, effective communication, and operational efficiency at the highest levels of the organization. This position is integral to maintaining a well-structured and organized executive office, facilitating smooth workflows, and enabling the leadership team to focus on strategic priorities. By managing executive calendars, preparing essential documents, and acting as a liaison with internal and external stakeholders

Key Responsibilities:

Manage executive calendars, schedule meetings, and coordinate appointments.
Record meeting minutes, track action items, and ensure timely follow-ups.
Screen and prioritize incoming emails, calls, and correspondence.
Prepare reports, presentations, and correspondence for internal and external use.
Coordinate travel arrangements, including accommodation and itinerary planning.
Act as a liaison between C-level executives and stakeholders, maintaining professionalism and confidentiality.
Organize and maintain filing systems, office records, and supplies.
Support special projects and provide administrative assistance to project teams.
1. Calendar and Schedule Management
Manage Executive's Schedule: Organize and maintain the executive's calendar, ensuring efficient scheduling of meetings, appointments, travel, and personal engagements. Prioritize and resolve scheduling conflicts.
Coordinate Meetings: Organize internal and external meetings, including preparing agendas, arranging logistics, and ensuring executives are well-prepared. Take notes and follow up on meeting outcomes when required.
Time Management: Monitor and adjust the executive's schedule to ensure they remain on track, addressing last-minute changes and ensuring all meetings are appropriately timed.
2. Communication and Correspondence
Screen Communications: Handle incoming phone calls, emails, and other correspondence, prioritizing or responding as appropriate. Draft and proofread emails, letters, reports, and other documents.
Liaise with Stakeholders: Serve as a key point of contact between the executive and other internal departments, external clients, or business partners. Maintain professional communication on behalf of the executive.
Manage Confidential Information: Handle sensitive information and maintain confidentiality regarding business operations, client relationships, and personal matters of the executive.

Desired candidate profile

A minimum of 2 years of experience as an Executive Assistant, Personal Assistant, or similar role.
Personal Assistant diploma or a related bachelor's degree.
Proficiency in MS Office Suite (Word, Excel, PowerPoint).
Fluency in Arabic and English, with excellent communication skills.
Strong organizational and time management abilities.
High level of discretion and confidentiality.
Strong Communication Skills: Excellent written and verbal communication skills, with the ability to interact effectively with senior leadership, clients, and other stakeholders.
Organizational Skills: Strong ability to manage multiple tasks and prioritize effectively, keeping the executive's office organized and running smoothly.
Attention to Detail: Ability to pay close attention to details, ensuring that all tasks are completed accurately and on time.
Problem-Solving Abilities: Able to handle unexpected challenges with professionalism and find effective solutions to problems.
Time Management: Efficiently manage time to ensure that deadlines are met and priorities are addressed in a fast-paced environment.
Discretion and Confidentiality: Ability to handle sensitive and confidential information with utmost discretion and professionalism.
Tech Savvy: Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace), communication tools (e.g., Zoom, Slack), and calendar management software.
Adaptability: Flexible and adaptable to changes in priorities or the executive's schedule, with the ability to thrive in a dynamic work environment.
Project Management Skills: Ability to assist in the coordination of projects, ensuring tasks are completed on time and within scope.
Interpersonal Skills: Strong interpersonal skills with the ability to build relationships and collaborate effectively across different levels of the organization.

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