Executive Assistant at Elvaridah

Job Purpose

• The Executive Assistant provides high-level administrative and strategic support to the CEO/Managing Director, ensuring the efficient management of executive priorities, schedules, communications, and confidential matters.
• The role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple tasks in a fast-paced business environment.
• The Executive Assistant serves as a key liaison between the executive office, internal teams, clients, and external stakeholders.

Key Responsibilities
Executive Support:

• Manage the CEO/Managing Director's calendar, appointments, meetings, and travel arrangements.
• Coordinate daily schedules, ensuring efficient time management and prioritization of key activities.
• Prepare meeting agendas, presentations, reports, and briefing materials.
• Attend meetings where required, take accurate minutes, and follow up on action items.
• Screen and manage incoming emails, calls, and correspondence on behalf of the executive.
• Draft, proofread, and prepare professional correspondence, reports, and other business documents.

Administrative & Office Management:

• Organize and maintain confidential files, records, and documentation.
• Coordinate domestic and international travel, accommodation, and logistics.
• Process expense reports and maintain executive office records.
• Ensure the executive office operates efficiently and professionally.
• Manage office supplies and administrative requirements for the executive office.

Communication & Stakeholder Management:

• Serve as the primary point of contact between the executive office and internal/external stakeholders.
• Coordinate communication with clients, partners, vendors, and regulatory bodies.
• Build and maintain positive professional relationships with key stakeholders.
• Handle confidential and sensitive information with the highest level of discretion.

Project Coordination:

• Assist in planning, coordinating, and tracking strategic projects and business initiatives.
• Monitor project timelines and ensure follow-up on assigned deliverables.
• Coordinate cross-functional meetings and ensure timely completion of action items.
• Support business planning and executive decision-making with research and analysis.

Reporting & Documentation:

• Prepare executive reports, dashboards, presentations, and business summaries.
• Compile data and generate reports for management meetings.
• Maintain accurate records of meetings, decisions, and organizational documentation.
• Conduct research and provide relevant information to support business decisions.

Event & Meeting Coordination:

• Coordinate executive meetings, board meetings, conferences, and corporate events.
• Arrange meeting venues, logistics, catering, and presentation materials.
• Ensure all meeting documentation is prepared and distributed in advance.
• Follow up on post-meeting deliverables and commitments.

Confidentiality & Compliance:

• Maintain strict confidentiality regarding company information and executive matters.
• Ensure compliance with company policies and administrative procedures.
• Handle sensitive documents and information with professionalism and integrity.

Key Performance Indicators (KPIs)

• Executive calendar efficiency and schedule management.
• Timely completion of assigned tasks and follow-ups.
• Accuracy and quality of reports, presentations, and correspondence.
• Meeting coordination effectiveness and action item completion.
• Stakeholder satisfaction and responsiveness.
• Confidential document management and compliance.
• Administrative efficiency and process improvement.
• Executive satisfaction with support provided.

Requirements

• Bachelor's Degree in Business Administration, Management, Secretarial Administration, Communications, or a related field.
• Professional certification in Executive Assistance, Project Management, or Office Administration is an added advantage.

Experience:

• 2–5 years of experience as an Executive Assistant, Personal Assistant, or in a similar administrative support role.
• Experience supporting C-suite executives or senior management is highly preferred.
• Proven experience managing confidential information and executive-level priorities.