Executive Assistant

About the Role

The Islamic Development Bank (IsDB) is seeking an Executive Assistant to support the Chief Financial Officer (CFO) in Jeddah, Makkah. This contract position requires 5-10 years of experience and is responsible for organizing and coordinating the CFO's activities to ensure the efficient functioning of the Finance complex. The role involves providing administrative and secretarial support, managing documentation, and coordinating with stakeholders while maintaining strict confidentiality.

Key Responsibilities

• Develop and maintain daily and weekly appointment charts for the CFO, preparing schedules and ensuring awareness among Finance complex staff.
• Manage stakeholder databases, correspondence, and appointments, regulating meeting flows to prevent overlaps and updating schedules as needed.
• Coordinate and follow up on important Finance complex matters with internal parties, including deadlines for financial reporting, budget submissions, audit requests, and committee papers.
• Prepare activity reports, presentations, briefing packs, and other specific reports for the CFO upon request.
• Act as secretary for Finance complex management meetings, including agenda preparation, minute recording, and follow-up on action items.
• Arrange official travel for the CFO, including mission approval requests, settlements, travel bookings, and hotel reservations.
• Follow up on procurement requests and vendor invoices related to the Finance complex.
• Maintain complete, secure, and up-to-date physical and digital archives of all correspondence addressed to the CFO.
• Ensure optimal automation of administrative support in coordination with Digital & Corporate Excellence.

Experience and Qualifications

Candidates should possess 5-10 years of relevant experience in an executive assistant or similar administrative support role. The ability to handle confidential information with discretion is essential for this position.

Required Skills

• Strong organizational and coordination abilities.
• Excellent administrative and secretarial skills.
• Proficiency in managing schedules and appointments.
• Effective communication and stakeholder coordination.
• Attention to detail in documentation and record-keeping.
• Discretion in handling sensitive and confidential information.

Work Environment

This role is based in Jeddah, Makkah, and operates on a contract basis within the Islamic Development Bank's Finance complex. The Executive Assistant will work closely with the CFO and various internal and external stakeholders.

Application Process

Further details regarding the application process for this Executive Assistant position are available upon inquiry. Salary information will be disclosed during the recruitment process.