Executive Assistant

Job Description

The Admin Assistant is responsible for providing secretarial and administrative support to Practice Leaders.

This role requires a strong understanding of business priorities, with the ability to proactively anticipate needs, streamline processes, and enhance overall efficiency for the leadership team.

The holder will be capable of handling complex tasks with minimal supervision, responding swiftly and effectively to time‑sensitive situations, and exercising sound judgment and discretion, particularly when dealing with confidential or sensitive information.

Key responsibilities also include coordinating weekly stand‑up meetings, managing the preparation of financial reports, identifying resource…needs, and overseeing timesheet submissions as required.

• Vendors and Service Providers
• Clients and Partners
• External Stakeholders

• Practice Leaders
• Other leads within the Practice Unit
• All other Malomatia Personnel (as and when required)

• Act as the point of contact between Practice Leaders and executives, employees, clients, and other external partners
• Assess and prioritize matters requiring the Practice Leader’s attention, handling issues personally when appropriate
• Keep the Practice Leader informed of time‑sensitive and high‑priority issues, ensuring timely follow‑up
• Organize weekly stand‑up meetings with Practice and Business Unit leaders to monitor progress on financial matters, including budgeting, costs, revenue, forecasting, invoicing, and related areas
• Act as the main contact for the preparation of Project Financial Performance and Budget reports

• Draft, review and send communications on behalf of Practice Leader
• Organize and prepare for meetings, including gathering necessary documents and managing logistics
• Respond to queries and relay messages and information to the Practice Leader
• Coordinate, execute, and assist with team activities such as staff meeting agendas, all‑hands meetings, off‑sites, and social events
• Work closely with Practice Leader to track progress, drive the completion of key deliverables, and follow up on outstanding items
• Support contract extensions, renewals, as well as promotions and demotions of resources within the Practice Unit
• Manage the coordination and submission of expense reports
• Complete various special projects, including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda materials
• Oversee the timely and accurate submission of timesheets for all engagements by employees in the Practice Unit
• Process Malomatia resources share requests with the Practice Leader, submitting requisitions in ERP/partner resource systems
• Identify resource needs, communicate requests to the recruitment coordinator, and supervise the hiring and induction process for new service resources

Desired Educational Background:
Diploma or bachelor’s in business administration preferable or any related field from a recognized university or equivalent qualification.

Language Requirement:
English, Arabic (preferred)

• Minimum 3+ years of professional experience as an Admin Assistant, or experience in a similar position
• Experience providing administrative and logistical support to business leaders and functions
• Needs good understanding of IT solutions company with prior experience in a large to medium sized IT firm