Executive Assistant to Chief Executive Officer

Job Overview

We are seeking a highly organized and proactive Executive Secretary to support the CEO and ensure the smooth and efficient operation of the executive office at all times.

This role is primarily organizational, coordination-focused, and execution-driven, with a strong emphasis on follow-up and operational discipline. The Executive Secretary will ensure that daily operations continue seamlessly whether the CEO is present or absent, and that decisions are translated into actionable tasks and followed through to completion.

The position plays a critical role in structuring workflows, monitoring task progress, organizing executive priorities, and maintaining an efficient office system that enhances productivity and minimizes operational disruptions.

• Ensure continuous and efficient workflow within the executive office at all times and prevent operational delays due to organizational gaps.
• Organize and track tasks across the office using structured follow-up systems (task lists, dashboards, reports) and ensure adherence.
• Monitor progress, timelines, and quality of assigned tasks, addressing bottlenecks promptly through coordination and escalation when needed.
• Manage the CEO’s daily and weekly agenda, including scheduling meetings, coordinating communications, organizing calls, and prioritizing commitments strategically.
• Prepare meeting materials in advance and ensure every meeting has clear objectives and defined outcomes.
• Convert meeting outcomes into clear action items with assigned responsibility and deadlines, and follow up until full completion.
• Maintain structured filing systems, documentation processes, correspondence management, templates, and approval workflows to ensure operational clarity and efficiency.
• Oversee client escalations administratively: ensure issues are received, assigned, tracked, and resolved within company standards.
• Provide supervisory follow-up on operational financial reporting: ensure periodic reports are submitted on time, monitor receivables, commitments, and flag unusual indicators to the CEO.
• Prepare concise executive reports (daily/weekly as required) summarizing completed tasks, pending items, obstacles, and decision points.
• Assist in improving internal processes, forms, approval paths, and tracking mechanisms to enhance execution speed and reduce friction.
• Document and maintain Standard Operating Procedures (SOPs) for recurring tasks and ensure team adherence.
• Support the development of simple performance tracking indicators (task completion, delays, escalations, collections).
• Ensure operational continuity and system stability regardless of personnel changes or executive absence.

• Minimum 3+ years of experience in a similar structured role such as Executive Secretary, Executive Assistant, Office Manager, or Operations Coordinator.
• Fluency in Arabic (spoken and written) is mandatory.
• Strong command of English (spoken and written).
• Exceptional organizational skills with strong discipline in follow-up and task closure.
• Excellent prioritization and time management skills; ability to handle multiple responsibilities under pressure without compromising accuracy.
• Strong coordination and professional communication skills across multiple stakeholders.
• Ability to write concise executive summaries and structured reports.
• Strong problem-solving and escalation-handling skills.
• Operational mindset with the ability to bring structure to complexity and improve workflows.
• High level of professionalism, discretion, and confidentiality when handling sensitive executive information.
• Proficiency in Microsoft Office and Google Workspace.
• Experience with task management tools (Asana, Trello, Notion, Monday) preferred.
• Experience with Zoho One is preferred.
• Experience with Daftra system is preferred.
• Basic understanding of operational financial reporting (collections, expenses, commitments) for supervisory follow-up purposes.

• Competitive base salary (determined based on experience and qualifications).
• Housing allowance.
• Transportation allowance.
• Medical insurance.
• Performance-based milestone incentives tied to measurable operational improvements and execution targets.