About the role
1. Meeting Coordination & Attendance• Attend and schedule CEO meetings, whether online or offline, internal or external company premises.• Coordinate meeting schedules and ensure all required attendees are aligned.• Prepare meeting agendas and required documents when needed.2. Minutes of Meeting (MoM) Documentation• Record accurate and professional Minutes of Meeting (MoM) during meetings.• Document key discussions, decisions, action items, and deadlines clearly.• Share meeting minutes with relevant stakeholders in a timely manner.• Maintain organized records and archives for all meetings and discussions.3. Follow-up & Action Tracking• Follow up with concerned parties regarding assigned action items and deadlines.• Ensure timely updates on pending tasks and commitments discussed during meetings.• Escalate delayed actions or unresolved matters to the CEO when necessary.• Monitor progress of strategic and operational follow-up items.4. Executive Support• Support the CEO in daily administrative and coordination activities.• Manage communication and coordination with internal departments and external stakeholders.• Handle confidential documents and sensitive business information professionally.• Assist in preparing presentations, reports, and executive summaries when required.• Coordinate and manage all business travel arrangements, including flight bookings, hotel accommodations, visa processing, transportation, and travel itineraries, ensuring smooth and efficient travel operations for employees and management.5. Communication & Coordination• Facilitate smooth communication between the CEO and management teams.• Coordinate meetings, appointments, and executive schedules.• Ensure proper follow-up and communication flow across departments.• Maintain professionalism and confidentiality in all communications.6. Documentation & Reporting• Maintain organized documentation and tracking systems for meetings and follow-up activities.• Prepare periodic follow-up reports for the CEO regarding pending actions and deliverables.• Ensure proper documentation of strategic decisions and management discussions.
• Bachelor’s degree in Business Administration or related field preferred.• 3–4 years of experience as Executive Assistant, Personal Assistant, or Administrative Coordinator.• Strong organizational and time management skills.• Excellent communication and documentation skills in English and Arabic.• High attention to detail and strong follow-up capabilities.• Ability to handle confidential information professionally.• Proficiency in Microsoft Office and virtual meeting platforms.
