Executive Assistant

JOB PURPOSE:

• The Personal Assistant to the CEO provides high-level, confidential support to the Chief Executive Officer and represents the CEO’s Office with professionalism and authority.
• The role requires exceptional organizational capability, discretion, and strong business acumen. By coordinating stakeholder interactions, managing reporting workflows, monitoring Delegation of Authority (DoA) compliance, and upholding the quality of executive materials, the PA ensures the effective operation of the CEO’s Office and contributes directly to organizational performance.

RESPONSIBILITIES:

Representation of the CEO’s Office

· Act as the primary point of contact for the CEO’s Office, ensuring professionalism, accuracy, and timeliness in all communications.

· Represent the CEO’s Office in interactions with senior executives, board members, and external stakeholders.

· Safeguard the reputation of the CEO’s Office by maintaining the highest standards in all outputs.

Executive Office Management

· Manage the CEO’s calendar, correspondence, and workflows to ensure organizational priorities are met.

· Coordinate reporting workflows across the business to ensure timely and accurate submissions.

· Establish and enforce standards for the clarity, accuracy, and quality of reports, briefing notes, and presentations delivered to the CEO and C-suite.

Governance and Delegation of Authority (DoA)

· Monitor compliance with the Delegation of Authority framework and track all related approvals.

· Review submissions to ensure accuracy, completeness, and adherence to policy before presentation to the CEO.

· Maintain records of approvals, decisions, and supporting documents for governance and audit purposes.

Board and Leadership Support

· Coordinate board and executive committee meetings, including scheduling, preparation of materials, and follow-up actions.

· Ensure all board packs, CEO briefings, and leadership presentations are concise, business-focused, and professionally prepared.

· Track actions and resolutions, ensuring accountability and timely execution.

Stakeholder Coordination

· Act as the coordination hub between the CEO’s Office and internal functions to ensure alignment of priorities.

· Ensure stakeholders are briefed, prepared, and supported in delivering submissions and updates.

· Proactively follow up to ensure reporting, decisions, and actions are delivered on schedule.

Additional Requirements

Support and deliver on any additional tasks, assignments, or requirements as directed by the CEO.

EXPERIENCE:

• Minimum 5 years’ experience supporting C-suite executives, preferably a CEO, in a complex corporate environment.
• Strong background in managing reporting workflows, governance processes, and DoA compliance.
• Proven ability to review, refine, and ensure the quality of executive-level reports, briefings, and presentations.
• Excellent written and verbal communication skills in English; Arabic is an advantage.
• High proficiency in Microsoft Office Suite (advanced PowerPoint and Excel) and collaboration platforms

EDUCATION:

• Bachelor’s degree in Business Administration, Communications, or a related discipline.

COMPETENCIES:

· Representation: Projects credibility and professionalism as the face of the CEO’s Office.

· Reporting Quality: Upholds clarity, accuracy, and professional standards in all materials.

· Governance & DoA: Applies rigor in decision-making and compliance processes.

· Organizational Excellence: Anticipates needs, manages priorities, and delivers effectively.

· Discretion & Integrity: Handles sensitive matters with absolute confidentiality.

· Stakeholder Engagement: Builds trust and ensures effective coordination across senior stakeholders.

· Attention to Detail: Maintains accuracy and quality in all outputs.

Resilience & Agility: Performs effectively under pressure and adapts to changing demands.

SOFT SKILLS:

· Discretion & Integrity: Trusted to handle confidential information with the utmost care.

· Executive Communication: Exceptional written and verbal communication skills.

· Organization & Prioritization: Ability to manage multiple priorities with accuracy and efficiency.

· Professional Presence: Polished, diplomatic, and confident in dealing with senior stakeholders.

· Adaptability: Comfortable working in dynamic, fast-paced environments.

· Problem-Solving: Proactive in identifying challenges and implementing solutions.

· Attention to Detail: Meticulous in planning, documentation, and follow-up.

Relationship Management: Builds strong and professional networks across all levels.

TECHNICAL SKILLS:

· Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

· Strong command of digital collaboration tools (Teams, Zoom, SharePoint, Concur, or similar).

· Skilled in document preparation, report writing, and presentation design.

Familiarity with corporate governance, board-level reporting, and executive protocol standards.