The Executive Assistant provides top-tier administrative,
logistical, and project coordination support to the COO, ensuring optimal
efficiency of the executive office and streamlined operations within the
organization. This role requires a highly organized, detail-oriented, and
proactive individual with exceptional communication and interpersonal skills.
Key Responsibilities:
·Calendar
and Schedule Management:
oProactively
manage the COO's complex and dynamic calendar, prioritizing appointments,
meetings, and commitments.
oSchedule
internal and external meetings, ensuring seamless coordination with relevant
stakeholders, preparation of agendas, and distribution of briefing materials.
oCoordinate
travel arrangements, including flights, accommodations, transportation, and
detailed itineraries.
·Communication
Gatekeeper:
oServe as
the primary point of contact for the COO, fielding phone calls, emails, and
other inquiries.
oScreen,
prioritize, and redirect communications as necessary, demonstrating discretion
and judgment.
oCompose
and draft correspondence, memos, reports, and presentations on behalf of the COO.
·Working
with Department Heads:
oLiaise
with department heads and senior leaders to facilitate communication,
prioritize projects, and coordinate cross-functional initiatives on behalf of
the COO.
oEnsure
that routine housekeeping of each department is followed
§KPI
submission
§Reports
after meeting the Finance Manager
§Extraordinary
expenses get approved in real time
·Project
and Event Support:
oAssist
with special projects and initiatives as directed by the COO, providing
research, data collection, and progress tracking.
oPlan and
execute executive-level events, including conferences, off-sites, and VIP
functions.
·Expense
Management and Reporting:
oPrepare
and submit expense reports for the COO in a timely and accurate manner.
oTrack and
reconcile budget items related to the COO’s office.
·Office
Management:
oMaintain
a well-organized and efficient executive office environment.
Qualifications:
·Bachelor's degree preferred, or equivalent experience in a
relevant field.
·Minimum of [Number] years of experience as an Executive
Assistant or in a similar administrative role supporting senior-level
executives.
·Impeccable organizational and time management skills.
·Ability to prioritize tasks, multitask, and thrive in a
fast-paced environment.
·Excellent written and verbal communication skills.
·Strong interpersonal skills with the ability to interact
professionally with various stakeholders at all levels.
·Expertise in Microsoft Office Suite (Word, Excel,
PowerPoint, Outlook) and other relevant software.
·Unquestionable professionalism, discretion, and the
ability to maintain confidentiality.
Additional Desirable Skills:
·Project management experience.
·Fluency in Arabic is a plus.