Executive Assistant to Chief Executive Officer

About Takamul Technologies

Takamul Technologies is a Saudi enterprise digital transformation firm that serves government and private-sector organizations across the Kingdom. The company is recognized as the only homegrown Sitecore Gold Partner in Saudi Arabia.

The Role of Executive Assistant to the CEO

Takamul Technologies is seeking an Executive Assistant to the Chief Executive Officer. This full-time role, based in Al Khobar, Eastern region, involves providing comprehensive executive support to the CEO. The position focuses on effectively managing the CEO's schedule, meetings, travel, and correspondence, while ensuring timely follow-up on decisions and commitments. This role is designed for development, with a defined career path to Senior Executive Assistant and Executive Business Partner, subject to performance.

Key Responsibilities

• Prepare briefing packs for key meetings, including attendee profiles, background information, previous decisions, and open issues.
• Brief the CEO before meetings, visits, and events, highlighting priorities and potential risks.
• Record minutes, decisions, and action items, distributing them to attendees within 24 hours.
• Maintain the CEO's action log, follow up with responsible parties until closure, and escalate overdue items.
• Prepare a weekly summary of open commitments and upcoming deadlines.
• Manage the CEO's calendar, prioritizing requests and resolving scheduling conflicts.
• Arrange internal and external meetings, including venues, virtual meeting facilities, hospitality, and visitor access.
• Coordinate logistics for recurring governance and committee meetings.
• Arrange business travel, including flights, accommodation, and ground transportation, in accordance with company policy.
• Prepare detailed itineraries and supporting briefing materials for each trip.
• Process visas and travel documentation, and track the validity of travel documents.
• Process travel expense claims and reconciliations.
• Manage the CEO's correspondence, including prioritizing, drafting replies, and routing items to responsible parties.
• Draft letters, memoranda, presentations, and speeches in both Arabic and English.
• Proofread CEO communications to ensure accuracy and consistency with company standards.
• Accompany the CEO to meetings, site visits, conferences, and official events as required.
• Act as the point of contact for the offices of clients, government entities, and partners.
• Organize official visits and events in accordance with government and corporate protocol.
• Maintain organized, confidential, and version-controlled records of CEO office documents.
• Coordinate with office staff on administrative matters related to the CEO's office.

Qualifications and Experience

• 2-5 years of relevant experience in an executive support role.

Performance Measures

Performance in this role will be assessed against defined indicators. These include the timely closure of action items, the timely distribution of minutes and briefing materials, the accuracy of the CEO's calendar and travel arrangements, and the quality of executive support as rated in quarterly reviews.