Executive Administrative Assistant

1 day ago

Medina, Al Madīnah al Munawwarah, Saudi Arabia Rua Al Madinah Holding | رؤى المدينة القابضة Full time

Job Summary:

We are looking for an experienced Executive Assistant to oversee activities within the Chief Operations Officer's office, ensuring proper planning, coordination, and tracking across the Operations sector. This role supports executive-level operations through the following responsibilities:

Responsibilities:

  • Maintain and manage the Operations Executive Director's calendar, including scheduling meetings, appointments, and travel itineraries.
  • Coordinate travel arrangements, including booking flights, hotels, and ground transportation.
  • Prepare briefing materials and agendas for meetings, conferences, and presentations.
  • Manage incoming and outgoing emails, calls, and messages, filtering and prioritizing information for the Executive Director.
  • Draft and proofread correspondence, reports, and presentations as directed.
  • Liaise with internal and external stakeholders, responding to inquiries and providing accurate information.
  • Maintain electronic and physical filing systems for efficient document access and retrieval.
  • Track deadlines and follow up on outstanding tasks and deliverables.
  • Organize and prepare meeting rooms and materials for executive meetings.
  • Take accurate and comprehensive minutes during meetings.
  • Provide logistical support for internal and external projects led by the Executive Director.
  • Maintain strict confidentiality regarding sensitive information and financial matters.
  • Exercise discretion and professional judgment in all interactions and decisions.
  • Manage petty cash and the administrative budget for the Operations division.
  • Coordinate office supplies and equipment needs.
  • Assist with special projects and strategic initiatives as assigned.

Qualification:

  • Bachelor's degree in Business Administration, Management, or a related field.
  • Minimum of 2 years of experience in executive support, office management, or operations coordination.
  • Expert-level skills in follow-up and tracking, with strong attention to detail and deadline management.
  • Intermediate proficiency in business planning, communication planning & execution, and project coordination.
  • Strong organizational and multitasking abilities to manage complex schedules and priorities.
  • Excellent written and verbal communication skills for professional correspondence and stakeholder engagement.
  • High level of discretion, professionalism, and confidentiality in handling sensitive matters.

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