Executive Assistant

4 hours ago

Al Khobar, Saudi Arabia CareerDubai Full time

My client a well funded Saudi scaleup deeptech company is currently looking for an Executive Assistant to join their team in Khobar. Reporting to CEO (who is US educated Saudi), you will provide comprehensive administrative, operational,and organizational support to the executive team. Below more details: Meeting & Calendar Management Schedule, organize, and coordinate internal and external meetings.Prepare agendas, circulate meeting materials,and manage follow-up action items.Coordinate across time zones and ensure timely reminders for executives. Logistics & Travel Coordination Arrange travel itineraries, flights, hotelbookings, and onsite logistics.Coordinate visits to Strataphy sites, partners, clients, and exhibitions.Manage vehicle bookings, airport pickups, and event registrations. HR Administrative Support Assist with job postings, interview scheduling, and candidate coordination.Collect and organize employee documents including contracts, IDs, and onboarding forms.Maintain updated HR records and support internal HR processes. Digital File & Workspace Organization Organize and structure company’s Google Drive folders for all departments.Ensure file naming consistency, correct permissions, and clean archival systems.Coordinate shared folders between teams, contractors, and external partners. Process Documentation in Notion Build and maintain company operating workflows in Notion.Create structured pages for SOPs, project processes, templates, checklists, and knowledge bases.Ensure information is updated, accessible, and version-controlled. Accounting Data Entry (Preliminary) Enter invoices, receipts, and expense reports into accounting sheets or systems.Maintain monthly expense folders and ensure accuracy of submissions.Prepare basic summaries for the finance team. Administrative & Office Support Prepare documents, letters, reports, and presentations when required.Manage office supplies, vendor communication, and procurement tasks.Support internal events, workshops, and team activities.Perform general administrative tasks as needed. Requirements: Minimum is 3 years, and ideal is 5 years of experience in a similar role.High level of organization and attention to detail.Confidential handling of sensitive information.Strong communication skills in English; Arabic preferred.Ability to prioritize tasks and meet deadlines in a fast-paced environment.Proactive problem-solving and ownership of assigned tasks.Ideally someone who already lives in Khobar.

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