Executive Assistant

Executive Assistant

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.

This position requires exceptional organizational skills, strong interpersonal abilities, and a commitment to delivering excellence in a fast-paced, dynamic environment.

• Independently manage complex calendars for senior executives, including coordinating recurring meetings, managing multi-time-zone bookings, blocking focused work time, and anticipating rescheduling needs while reflecting executive priorities accurately
• 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 materials 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

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* Minimum Requirements:

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• 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 Power Point
• 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
• Exc…