Executive Assistant

About the Role

Alfanar Projects is seeking an Executive Assistant to provide high-quality executive coordination and administrative support to the CEO. This full-time position is based in Riyadh and is crucial for ensuring efficient scheduling, communication, meeting coordination, documentation, and follow-up, thereby enabling effective decision-making and seamless executive office operations.

Key Responsibilities

• Coordinate end-to-end meeting logistics, including agenda development, material preparation, and stakeholder coordination.
• Prepare presentations and supporting documents to executive standards for clarity, accuracy, and strategic relevance.
• Monitor meeting timelines and agenda flow to support effective use of executive time.
• Prepare executive summaries, briefing notes, and meeting records for informed decision-making.
• Manage the CEO's calendar, aligning operational priorities, strategic engagements, and personal commitments.
• Identify potential scheduling conflicts and coordinate timely adjustments.
• Liaise with internal and external stakeholders to schedule meetings and align objectives.
• Handle sensitive communications and confidential documents with discretion, adhering to organizational policies.
• Maintain secure records and archives of confidential correspondence, ensuring accuracy, traceability, and privacy.
• Serve as a point of contact for confidential matters requiring executive attention.
• Coordinate the preparation, review, routing, and archiving of executive correspondence.
• Ensure written communications reflect the CEO's tone, intent, and strategic messaging.
• Maintain correspondence tracking records and follow up on response timelines.
• Coordinate travel arrangements, accommodation bookings, itineraries, and event logistics for executive activities.
• Process executive approvals and administrative documentation to support timely workflow completion.
• Provide administrative support for ad hoc requests and priority assignments.
• Coordinate the receipt, sorting, and dispatch of physical mail and packages, maintaining accurate records.
• Maintain and update action item trackers from executive meetings and directives.
• Follow up with responsible stakeholders on assigned tasks and document progress updates.
• Prepare regular status updates for the CEO on action item progress and completion.

Role Accountabilities

• Obtain updated soft and technical skills relevant to the job.
• Perform planned activities to meet operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide periodic reports detailing deviations and execution of planned tasks.
• Solve arising problems and escalate complex operational issues.
• Ensure quality requirements to develop effective quality control and processes.
• Coordinate well-defined written systems, policies, procedures, and seek automation opportunities.
• Comply with related policies, procedures, and work instructions.
• Ensure compliance with relevant safety, quality, and environmental management procedures and controls.

Qualifications and Experience

Candidates should possess 5-10 years of relevant experience in an executive support role. The ability to manage complex schedules, handle confidential information, and coordinate various administrative tasks is essential for this position.