مساعد تنفيذي للرئيس التنفيذي

Job Purpose

To provide high level executive and administrative support to the CEO & Owner by managing daily priorities, coordinating communications and meetings, preparing executive reports, and ensuring effective follow-up on decisions and pending actions.

The role also supports the CEO in researching projects under consideration, preparing preliminary studies, gathering and organizing project related information and data, and following up on ongoing project progress and requirements to facilitate informed decision-making and effective coordination.

Key Accountabilities

A. Executive Support & Priority Management

• Manage the CEO & Owner’s daily agenda, appointments, meetings, and official engagements.
• Coordinate internal and external meetings, business events, and executive commitments.
• Maintain an organized record of priorities, commitments, deadlines, and pending matters.
• Follow up on decisions and assigned action items to ensure timely completion.
• Coordinate with department heads and relevant stakeholders to obtain progress updates and follow up on outstanding matters.
• Identify scheduling conflicts, prioritize urgent matters, and ensure the CEO is well prepared for meetings and engagements.

B. Meetings & Executive Documentation

• Prepare meeting agendas, presentations, reports, and briefing materials.
• Attend management and executive meetings as required and prepare meeting minutes.
• Document key decisions, agreed actions, responsible persons, and deadlines.
• Maintain an action tracker and follow up on agreed actions.
• Maintain an organized filing system for executive documents, reports, approvals, and
• correspondence.

C. Communication & Correspondence

• Screen, prioritize, and coordinate incoming calls, emails, and correspondence.
• Draft and manage professional correspondence on behalf of the CEO, as authorized.
• Coordinate communication between the CEO, department heads, employees, clients, business partners, and external stakeholders.
• Ensure urgent and important matters are communicated to the CEO promptly.
• Maintain professional contacts and organized communication records.

D. Executive Research, Project Studies & Follow-Up

• Conduct online research and use AI-powered tools to gather, organize, and verify information relevant to the CEO’s assignments and business inquiries.
• Prepare concise executive summaries, reports, and presentations, including preliminary studies on projects under consideration and new projects from the initial planning stage.
• Gather and organize project-related data, key information, and requirements to support the CEO’s understanding and follow-up of projects.
• Follow up on ongoing project progress, collect updates from relevant departments, and track outstanding requirements and pending actions.
• Maintain organized records of research findings, project information, progress updates, and pending actions for the CEO’s reference.
• Ensure the accuracy and confidentiality of information when conducting research and using AI-powered tools.

F. Travel & Administrative Arrangements

• Coordinate business travel arrangements, including flights, accommodation, transportation, and meeting schedules.
• Organize visitor arrangements, appointments, and related logistics.
• Maintain records of executive appointments, approvals, and administrative documents.
• Support special assignments and business initiatives as directed by the CEO.

G. Confidentiality & Professional Conduct

• Handle sensitive business, financial, personnel, and organizational information with discretion.
• Maintain the confidentiality and security of executive documents, communications, and records.
• Manage access to confidential information in accordance with the CEO’s instructions and company policies.
• Demonstrate professionalism, integrity, sound judgment, and discretion in all work-related activities.

Qualifications & Required Skills

Education

• Bachelor’s degree in Business Administration, Commerce, or a relevant discipline.

Experience

• At least 10 years of relevant experience as an Executive Assistant, Executive Secretary, or in a similar senior executive support role, preferably supporting a CEO, company owner, or senior executive.

Required Skills & Competencies

• Excellent planning, prioritization, time management, and ability to manage multiple tasks and deadlines.
• Strong online research, data gathering, and analytical skills, including the effective use of AI-powered tools to prepare preliminary studies, reports, and presentations.
• Ability to organize project information, follow up on progress and requirements, and prepare clear, concise executive summaries.
• Excellent written and spoken English, with strong business writing and communication skills.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• High level of professionalism, confidentiality, attention to detail, and sound judgment, including responsible handling of company data when using AI tools.
• Ability to coordinate effectively with different departments and work under pressure.

4. Reporting Line

Reports directly to the CEO & Owner.