JOB PURPOSE: 

The Executive Assistant ensures seamless administrative support to the directors by managing schedules, communications, and key tasks. Acting as a liaison between departments and stakeholders, this role streamlines workflows, oversees logistics, and maintains confidentiality, enabling the directors to focus on strategic priorities..

RESPONSIBILITIES/DUTIES 

Administrative Support:

• Manage complex calendars, schedule appointments, and coordinate meetings for both directors.

• Prepare and edit correspondence, reports, presentations, and other business documents.

• Handle confidential information with the highest level of discretion and professionalism.

• Prepare and process expense reports, purchase requests, and budget-related documentation.

• Arrange travel plans, including flight bookings, accommodations, and itineraries.

• Compile documents and materials for meetings, ensuring the directors are well prepared.

• Conduct research as required to support decision-making.

Communication & Coordination:

• Act as a key point of contact on behalf of the directors, facilitating communication between internal departments and external stakeholders.

• Assist in drafting formal correspondence, ensuring alignment with company policies and legal requirements.

• Organize and maintain digital and physical filing systems to easily retrieve critical information.

• Track and follow up on action items, ensuring timely completion of tasks assigned by or to the directors.

Support for Department Teams:

• Handle and monitor department stationery, beverages, water, and other office supplies, ensuring timely ordering and replenishment as needed.

• Oversee and manage uniform / PPE orders and deliveries for relevant department staff.

• Monitor the progress of departmental action plans, ensuring alignment with company objectives.

• Coordinate logistics for internal events, workshops, and training sessions.

• Assist in handling and tracking external communications, such as letters from government entities and regulatory bodies.

• Work closely with department managers to streamline administrative processes and improve workflow efficiency.

Meeting & Event Management:

• Schedule and coordinate internal and external meetings, ensuring all logistics are arranged.

• Prepare meeting agendas, record minutes, and follow up on key action points.

• Provide live translation during meetings when required.

• Organize department-wide events, including team-building activities and recognition programs.

ESSENTIAL QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Management, or a related field.

• Professional office administration, executive assistance, or project management certification is a plus.

KNOWLEDGE

• Strong understanding of executive-level administrative support and corporate governance.

• Excellent English & Arabic written and verbal communication skills (french proficiency is a plus).

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and business collaboration tools (Teams, SharePoint).

• Knowledge of financial processes, including expense reporting, purchase requests, and budget tracking.

• Strong organizational and time management skills, with the ability to handle multiple tasks efficiently.

• Familiarity with legal and compliance requirements related to corporate documentation and correspondence.

• Ability to conduct research, analyze information, and present findings concisely.

EXPERIENCE

• Minimum of 5 to 7 years of experience in an executive assistant or senior administrative role, preferably supporting senior leadership or C-suite executives.

• Proven experience managing complex calendars, travel coordination, and meeting logistics.

• Hands-on experience in handling confidential documents, reports, and correspondence.

• Strong background in event planning, office supply management, and vendor coordination.

• Experience working with internal and external stakeholders, including regulatory bodies and government entities. 

DESIRED BEHAVIORS & EXPERIENCES

• Proactive & Detail-Oriented

Anticipates needs, identifies issues, and takes initiative to resolve them efficiently.

• Detail-Oriented

Ensures accuracy in documentation, scheduling, and follow-ups.

• Strong Interpersonal Skills

Builds strong relationships with executives, colleagues, and external partners.

• Discretion & Professionalism

Maintains confidentiality and demonstrates high ethical standards.

• Strong Problem-Solving Skills

Thinks critically and provides solutions to streamline administrative processes.

• Adaptability & Flexibility

Comfortable working in a fast-paced environment and adjusting to changing priorities.

• Collaboration & Teamwork

Works effectively with directors, colleagues, and external stakeholders to ensure smooth operations.

• Accountability & Ownership

Takes responsibility for tasks, follows through on commitments, and ensures timely execution.

• Team Player

Works collaboratively to support team objectives and improve operational effectiveness.