Job Purpose: 

The Executive Assistant provides high-level administrative support to the directors, ensuring seamless coordination, efficient communication, and operational excellence. Acting as a strategic partner, this role enhances productivity by managing schedules, overseeing logistics, and safeguarding confidential information. Through proactive organization and cross-functional collaboration, the Executive Assistant enables the directors to focus on strategic priorities and business growth.

RESPONSIBILITIES/DUTIES 

Executive Support & Administration:

• Manage complex calendars, coordinate meetings, and optimize scheduling for both directors.

• Prepare, refine, and distribute reports, presentations, and formal business documents.

• Handle highly confidential information with discretion, maintaining the integrity of sensitive materials.

• Process expense reports, purchase requests, and budget-related documentation with accuracy.

• Arrange comprehensive travel plans, including bookings, accommodations, and detailed itineraries.

• Conduct research and compile supporting materials to aid informed decision-making.

Communication & Coordination:

• Serve as the primary liaison, ensuring effective communication between directors, internal departments, and external stakeholders.

• Draft, review, and oversee official correspondence in alignment with company policies and regulatory requirements.

• Develop and maintain structured digital and physical filing systems for streamlined document retrieval.

• Monitor action items and drive timely completion of tasks assigned by or to the directors.

Operational & Departmental Support:

• Oversee office supply inventory, ensuring timely procurement and replenishment of essential materials.

• Manage uniform/PPE distribution, tracking orders and ensuring availability for relevant department staff.

• Support departmental initiatives by monitoring action plans and ensuring strategic alignment.

• Organize logistics for internal events, workshops, and training sessions to enhance team collaboration.

• Facilitate correspondence with government agencies and regulatory bodies, ensuring compliance and timely responses.

• Collaborate with department managers to refine administrative processes and optimize workflow efficiency.

Meeting & Event Management: 

• Schedule, organize, and oversee all logistical aspects of internal and external meetings.

• Prepare meeting agendas, document minutes, and follow up on key deliverables.

• Provide live translation support during meetings when necessary.

• Plan and execute departmental events, including team-building activities and recognition programs.

Safety Responsibilities:

• Promote a positive safety culture within the workplace and attend any safety-related meetings or briefings as required within the job role.

• Comply with the requirements of RDMC RQHSE Policy and Safety Management System.

• Be mindful that Safety, Security, and Environmental protection are everyone’s responsibility. 

• All staff members are accountable for reporting and intervening in any Safety, Security, or Environmental violations.

ESSENTIAL QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

QUALIFICATIONS:

• Bachelor’s degree in business administration, Management, or a related field.

• Professional certification in office administration, executive assistance, or project management is advantageous.

• Fluent in English and Arabic, with proficiency in French is an asset.

KNOWLEDGE:

• Deep understanding of executive-level administration, corporate governance, and business protocols.

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

• Familiarity with corporate compliance requirements and regulatory documentation handling.

• Ability to conduct in-depth research, analyze data, and present findings concisely.

EXPERIENCE:

• 3-5 years in an executive assistant or senior administrative role, preferably supporting C-suite executives.

• Proven track record in managing complex scheduling, travel arrangements, and high-stakes coordination.

• Extensive experience handling confidential materials, corporate documents, and regulatory communications.

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

• Experience working with government agencies and regulatory bodies to ensure compliance and effective communication.

• Strong financial acumen, including experience with expense reporting, procurement, and budget tracking.

DESIRED BEHAVIORS & EXPERIENCES

• Strategic Thinking & Initiative: Proactively anticipates needs, identifies inefficiencies, and optimizes processes to support executive priorities.

• Detail-Oriented Execution: Ensures accuracy in documentation, scheduling, and follow-ups, maintaining high professional standards.

• Exceptional Relationship Building: Fosters strong connections with executives, colleagues, and external partners.

• Discretion & Ethical Integrity: Upholds confidentiality and demonstrates unwavering professionalism in handling sensitive matters.

• Problem-Solving & Decision Making: Applies analytical thinking to navigate challenges and enhance operational efficiency.

• Adaptability & Resilience: Thrives in a fast-paced, dynamic environment, seamlessly adjusting to evolving priorities.

• Collaborative Leadership: Works effectively across departments, driving teamwork and operational alignment.

• Accountability & Ownership: Takes full responsibility for deliverables, ensures follow-through, and maintains high performance standards.