Executive Assistant to CEO

Job description / Role

Our client is seeking an Executive Assistant to the CEO, you will be responsible for providing high-level administrative support and managing various tasks to ensure the CEO's effectiveness and smooth operation of the executive office. You will be working closely with the CEO, senior executives, and other stakeholders, playing a critical role in enabling the CEO to focus on strategic priorities and decision-making.

Responsibilities:

Calendar and Schedule Management:
• Proactively manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements. Coordinate and prioritize various commitments and ensure optimal time utilization.

Communication and Correspondence:
• Handle incoming and outgoing communication on behalf of the CEO, including emails, phone calls, and written correspondence.
• Draft and prepare documents, reports, presentations, and other materials.

Meeting Coordination:
• Organize and coordinate executive-level meetings, including board meetings, leadership team meetings, and external stakeholder engagements.
• Prepare agendas, collate relevant materials, and arrange logistics.

Information Management:
• Maintain confidential and sensitive information, both in physical and electronic formats. Ensure the CEO has access to relevant documents, records, and data required for decision-making.

Relationship Management:
• Develop and maintain effective relationships with internal and external stakeholders, including executives, clients, board members, and government officials.
• Act as a liaison between the CEO and various parties.

Travel Management:
• Arrange complex travel itineraries, including flights, accommodations, ground transportation, and visa arrangements.
• Anticipate and address logistical challenges and provide support during business trips.
Project Support:
• Assist the CEO in managing special projects and initiatives by conducting research, gathering data, and preparing reports.
• Monitor project progress and follow up on action items.

Confidentiality and Discretion:
• Handle sensitive information with strict confidentiality.
• Exercise sound judgment and discretion in dealing with confidential matters, ensuring a high level of professionalism and integrity.

Office Management:
• Oversee the smooth functioning of the CEO's office, including supplies, equipment, and facilities. Coordinate with relevant departments to address administrative needs and ensure a well-organized work environment.

Miscellaneous Tasks:
• Undertake ad hoc assignments and tasks as assigned by the CEO.
• This may include attending meetings on the CEO's behalf, preparing expense reports, conducting background research, and coordinating special events.

Requirements

To be considered for this role you must have the following skills and experience:
• Bachelor's degree in business administration, management, or a related field (preferred).
• Proven experience as an Executive Assistant or in a similar role, supporting C-level executives.
• Exceptional organizational and time management skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills in English and Arabic
• Proficiency in using productivity tools such as Microsoft Office Suite, email clients, and calendar applications.
• Strong interpersonal skills and the ability to interact with individuals at all levels.
• Discretion, tact, and the ability to maintain confidentiality.
• Proactive mindset with strong problem-solving abilities.
• Flexibility to adapt to changing priorities and work in a fast-paced environment

About the Company

Propel Consult delivers a service in step with the needs of both our client companies and candidates. Our ability to add value to all levels of recruitment stems from our wholehearted belief in providing a professional service to both parties. We have built relationships with many leading indigenous and mulitnational organisations throughout the Middle East and internationally in countries such as UAE, Qatar, Saudi Arabia, Oman, Bahrain, Kuwait, Egypt and many more. Concentrating our resources has created 5 distinct specialist divisions:

• Banking & Finance
• Human Resources
• Oil & Gas
• Construction
• Architecture & Engineering