Executive Assistant

Job Description

We are seeking a highly organized and proactive Executive Assistant to join our team in Makkah, Saudi Arabia. In this role, you will serve as a strategic partner to senior‑level executives, providing comprehensive administrative support that enables them to focus on high‑impact initiatives. You will operate with a high degree of independence, managing complex schedules, coordinating cross‑functional projects, and ensuring seamless execution of executive priorities.

• Independently manage complex calendars for senior executives, coordinating recurring meetings, managing multi‑time‑zone bookings, blocking focused work time, and anticipating rescheduling needs while accurately reflecting executive priorities.
• Review and prioritize incoming emails, categorize by urgency, flag follow‑ups, draft responses when appropriate, and maintain inbox hygiene across shared and personal mailboxes.
• Coordinate comprehensive travel arrangements including flights, ground transportation, hotel accommodations, travel insurance, and visa applications; develop detailed itineraries and proactively address travel issues.
• Own the complete lifecycle of executive meetings—from agenda coordination and invite distribution to material preparation, note taking, and action item follow‑ups; support hybrid and virtual meetings via Teams or similar platforms.
• Prepare and submit expense reports aligned with company standards, ensuring accurate coding, receipt attachment, and reconciliation of credit card transactions; track approvals and liaise with accounting for pending reimbursements.
• Generate and format spreadsheets, dashboards, reports, and presentations tailored for executive and stakeholder use; maintain version control and proactively update recurring documents.
• Submit and track purchase orders, assist in vendor setup, ensure invoice submission, and coordinate with service providers for vendor meetings and contract routing.
• Prepare logistics for stakeholder visits, including agendas, room bookings, meal planning, and meeting materials; serve as point‑of‑contact for internal teams to ensure seamless execution.
• Create and distribute newsletters, announcements, and internal updates on behalf of the executive; design basic graphics for events and assist with formatting communications for broader distribution.
• Manage requests for system access, IT support, and onboarding‑related tools; coordinate with IT departments to ensure timely resolution of technical issues.
• Conduct market research, competitor analysis, and internal policy reviews to support executive decision‑making; gather profiling information on clients, stakeholders, and vendors.
• Build and maintain strong working relationships with internal departments (HR, Finance, Legal, IT) and collaborate with peer Executive Assistants to align schedules and share best practices.
• Perform additional administrative tasks as needed to support executive operations and organizational goals.

• Bachelor's degree or minimum 5 years of professional experience in executive support, administrative services, project administration management, or related field.
• Proven experience coordinating business activities and managing projects across multiple stakeholders and teams.
• Advanced proficiency with Microsoft 365 applications, particularly Word, Excel, Outlook, and PowerPoint.
• Demonstrated ability to manage multiple competing priorities and changing deadlines in a fast‑paced environment.
• Excellent organizational and time‑management skills with strong attention to detail.
• Superior verbal and written communication skills with ability to draft professional correspondence and reports.
• Proven experience managing executive calendars and coordinating complex meetings.
• Experience coordinating travel arrangements and managing logistics.
• Demonstrated ability to work effectively with global teams across multiple time zones.
• Strong understanding of administrative functions, vendor management, and budget tracking.
• Excellent interpersonal skills with ability to build collaborative relationships across all organizational levels and departments.
• Ability to maintain confidentiality and exercise…