Executive Assistant to CEO

Role Summary The Executive Assistant to the CEO & GM acts as a proactive, high-level organizational, coordination, and follow-up partner to executive leadership. Beyond managing schedules and correspondence, this role focuses on tracking management directives, following up across departments, monitoring critical deadlines, and ensuring that all assigned tasks and strategic initiatives are completed on time. The position serves as a primary bridge between executive management and internal/external stakeholders to maintain operational momentum and ensure business alignment.

Key Responsibilities
1. Executive Directives & Action Item Tracking
• Proactively track, manage, and follow up on management directives, decisions, and action items originating from the CEO and GM.
• Liaise directly with department heads and teams to monitor progress, enforce deadlines, and ensure timely completion of assigned tasks and projects.
• Maintain a central task tracker/dashboard for key executive initiatives, providing regular updates to the CEO and GM on completion statuses, bottlenecks, and overdue items.
• Identify potential operational delays or operational risks, escalating issues promptly to leadership with proposed solutions. 2. Meeting Coordination, Minutes & Follow-up
• Coordinate executive meetings, prepare board packs, agendas, and meeting venues, ensuring all required materials are distributed in advance.
• Attend executive and board meetings, record comprehensive and accurate meeting minutes, and document clear action items with assigned owners and deadlines.
• Drive systematic follow-up with responsible parties after meetings to verify that agreed actions are executed as planned. 3. Cross-Departmental Liaison & Operational Coordination
• Act as an assertive and reliable bridge of communication between the CEO/GM office and internal departments, ensuring leadership directives are cascaded accurately and executed efficiently.
• Coordinate cross-departmental administrative requests, special projects, and operational workflows assigned directly by the CEO or General Manager.
• Review incoming operational reports and requests before submission to executive management to ensure completeness and accuracy. 4. Executive Schedule & Logistics Management
• Manage and maintain complex, dynamic calendars for the CEO and GM, scheduling appointments, board meetings, internal huddles, and external stakeholder engagements.
• Prioritize meeting requests, screen inquiries, and resolve scheduling conflicts proactively.
• Coordinate travel arrangements, including flight bookings, hotel accommodations, and ground transportation, ensuring smooth and efficient itineraries for executive travel. 5. Communication & Document Control
• Serve as a primary professional gatekeeper, screening and routing incoming phone calls, emails, and physical correspondence for the CEO and GM.
• Draft, proofread, and format official executive correspondence, memos, reports, business presentations, and emails.
• Facilitate secure electronic signatures and coordinate documentation approvals across departments and external partners.
• Maintain a secure, organized electronic and physical filing system for confidential executive documents, contracts, board resolutions, and correspondence.
• Handle highly sensitive corporate, financial, and personnel information with strict confidentiality and professional discretion. Skills & Competencies
• Proactive Follow-Up & Task Tracking: Strong organization, rigorous follow-up capabilities, and the ability to monitor deadlines and hold teams accountable.
• Technical

Skills:
Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), task management software, virtual meeting platforms, and office management systems.
• Communication

Skills:
Exceptional written and verbal communication skills in English and Arabic (mandatory).
• Organizational & Time Management: Superior organizational skills with the ability to multitask, prioritize high-pressure tasks, and meet tight deadlines.
• Interpersonal

Skills:
Outstanding stakeholder management, emotional intelligence, assertiveness, and professional presentation.
• Personal Attributes: Unwavering commitment to confidentiality, high attention to detail, proactive problem-solving mindset, and professional poise under pressure. Qualifications and Education
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Education:
Bachelor’s degree in Business Administration, Corporate Communications, or a related field.
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Experience:
Minimum 3 to 5 years of proven experience supporting C-level executives (CEO, Managing Director, or General Manager) as an Executive Assistant or Operations Coordinator in a fast-paced corporate environment.