Executive Assistant

We are seeking a highly capable and resourceful Executive Assistant to provide comprehensive executive secretarial and administrative support to the Function Head and the broader team. The ideal candidate will be exceptionally organized, proactive, and experienced in handling complex executive schedules, multinational travel arrangements, board-level materials, and highly confidential matters with utmost discretion.

Principal Accountabilities

• Manage the Function Head’s calendar, appointments, and complex scheduling across time zones.
• Handle highly confidential executive and personal matters with discretion.
• Draft, review, and prepare formal correspondence, reports, memoranda, and weekly highlights.
• Prepare and collate board packs and presentation materials for executive and governance meetings.
• Screen calls, emails, and inquiries; liaise professionally on behalf of the Function Head.
• Prepare and track expense claims with accuracy and timeliness.

• Arrange and coordinate international travel, including visas, itineraries, flights, accommodation, and ground logistics.
• Handle logistics for conferences, seminars, meetings, and workshops (both internal and external).
• Manage bookings for conference rooms, events, and hospitality for guests/visitors.
• Assist with visa invitation letters and travel-related documentation.

• Maintain efficient office systems for effective workflow and communication.
• Provide backup support for administrative staff when required.
• Coordinate ad-hoc projects (e.g., renovations, recruitment, corporate events, service awards, sourcing of gifts).
• Stand in for reception duties as required
• Support activities and events organized by company

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• Diploma in Business Administration or related field (formal secretarial training preferred).
• Minimum of 5 years secretarial experience, with at least 3 years at executive level
• Strong calendar management skills, including coordination of complex, cross-country executive meetings.
• Proven experience in preparing board packs and handling executive-level documentation.
• Solid track record managing international travel arrangements for senior executives.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Advanced written and verbal communication skills in English.
• Proficiency in Arabic (spoken and written) is preferred, to liaise effectively with Arabic-speaking executives and stakeholders across the Middle East.
• Strong organizational, administrative, and basic bookkeeping ability.
• Ability to manage competing priorities independently, with minimal supervision.
• High professionalism, confidentiality, and discretion in all matters.
• Excellent interpersonal skills; capable of working across diverse stakeholders and cultures.
• Strong work ethic, attention to detail, and commitment to company standards.