JOB PURPOSE

The Executive Assistant provides high-level administrative support to the director, ensuring seamless coordination, efficient communication, and operational excellence. 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 director to focus on strategic priorities and business growth.

RESPONSIBILITIES/DUTIES

Executive Support & Administration:

• Manage complex calendars, coordinate, attend meetings as requested, and optimize scheduling for the director.

• 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 director.

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 any related disciplines (technical background is highly preferred).

• 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.

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

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

EXPERIENCE:

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

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

• 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

• 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.