Executive Assistant

About Alfanar

Alfanar is seeking an Executive Assistant to join their team in Riyadh, Saudi Arabia. This full-time role is crucial for ensuring the efficient operation of the executive office and supporting the CEO with high-quality administrative coordination.

Role Purpose

The Executive Assistant provides comprehensive executive coordination and administrative support to the CEO. This involves managing schedules, facilitating communication, coordinating meetings, handling documentation, and ensuring timely follow-up on critical tasks to enable 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, executive summaries, briefing notes, and meeting records to executive standards.
• Manage the CEO's calendar, aligning operational priorities, strategic engagements, and personal commitments, and resolving scheduling conflicts.
• Handle sensitive communications and confidential documents with discretion, maintaining secure records and archives.
• Coordinate the preparation, review, routing, and archiving of executive correspondence, ensuring alignment with the CEO's tone and strategic messaging.
• Coordinate travel arrangements, accommodation, itineraries, and event logistics for executive activities.
• Process executive approvals and administrative documentation to support timely workflow completion.
• Coordinate the receipt, sorting, and dispatch of physical mail and packages, ensuring secure handling of confidential deliveries.
• Maintain and update action item trackers from executive meetings and directives, following up with stakeholders and preparing status updates for the CEO.

Qualifications and Experience

• A minimum of 5-10 years of relevant experience in an executive support role.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Strong organizational and coordination skills.
• Proficiency in preparing professional presentations and documents.

Role Accountabilities

• Maintain and enhance soft and technical skills relevant to the role.
• Perform planned activities to meet operational and development targets within established schedules and utilize resources effectively.
• Address operational problems and escalate complex issues as necessary.
• Ensure adherence to quality requirements and contribute to effective quality control processes.
• Coordinate well-defined written systems, policies, and procedures, seeking automation opportunities.
• Comply with all relevant company policies, procedures, and work instructions.
• Ensure compliance with health, safety, and environmental management procedures and controls.

Work Environment

This is a full-time position based in Riyadh, Riyadh, Saudi Arabia. The role requires working closely with the CEO and various internal and external stakeholders.