Executive Assistant

About the Role

The Islamic Development Bank is seeking an Executive Assistant for a contract position in Jeddah. This role is responsible for organizing and coordinating the activities of the Chief Financial Officer (CFO) to ensure the efficient functioning of the Finance complex daily. The Executive Assistant will provide administrative and secretarial support to the CFO and manage all documentation within the Finance complex.

Role Responsibilities

The Executive Assistant will coordinate with internal and external stakeholders to ensure timely delivery of key reporting and governance commitments, while handling confidential information with discretion. Key responsibilities include:

• Developing daily and weekly appointment charts for the CFO, preparing schedules, and ensuring all Finance complex staff are aware of the CFO’s commitments.
• Maintaining a database of stakeholders, managing correspondence and appointments, and regulating meeting flows to avoid overlaps.
• Coordinating and following up on Finance complex matters with internal parties, including deadlines for financial reporting, budget submissions, audit requests, and committee papers.
• Preparing activity reports, presentations, briefing packs, and other specific reports for the CFO upon request.
• Acting as secretary for Finance complex management meetings, which includes preparing agendas, recording minutes, and following up on action items.
• Arranging official travel for the CFO, following up on mission approval requests and settlements, and overseeing travel and hotel bookings.
• Following up on procurement requests and vendor invoices related to the Finance complex.
• Maintaining complete, secure, and up-to-date physical and digital archives of all correspondence addressed to the CFO.
• Ensuring optimal automation of administrative support in coordination with Digital & Corporate Excellence.

Required Experience

Candidates for this Executive Assistant position should possess 6-10 years of relevant experience in a similar administrative or executive support role, preferably within a finance department or complex organization.

Key Competencies

The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively. Discretion in handling confidential information is essential for this role.

Work Environment

This is a contract position based in Jeddah, requiring the Executive Assistant to work closely with the CFO and the Finance complex team to support daily operations and strategic initiatives.