Executive Personal Assistant

About Kaizen Firm and the Client

Kaizen Firm is a leading recruitment company in the MENA region, specializing in placing high-caliber professionals in prominent roles across the Middle East and GCC. This role is for a full-time Executive Personal Assistant to support the COO of a multinational automotive manufacturing company. The client operates in Saudi Arabia, focusing on high-quality automotive components and assemblies, and supports major automotive programs through advanced manufacturing and strong quality standards.

The Role of Executive Personal Assistant

The Executive Personal Assistant will provide comprehensive support to the Chief Operating Officer (COO) in Makkah, Saudi Arabia, with responsibilities spanning executive administration, travel coordination, timekeeping, and expense management. This position requires a professional with 5-10 years of experience who can manage sensitive information with discretion and proactively address administrative requirements.

Key Responsibilities

• Manage the COO’s calendar, appointments, meetings, and daily schedule.
• Coordinate internal and external meetings, including preparing agendas, presentations, reports, and supporting documents.
• Attend meetings to take accurate notes, record decisions, action items, responsible persons, and deadlines, and follow up on progress.
• Draft and manage professional correspondence, emails, letters, and reports.
• Maintain organized electronic and physical filing systems and handle confidential information with discretion.
• Coordinate all domestic and international travel arrangements, including flights, accommodation, ground transportation, visas, and itineraries.
• Manage last-minute travel changes, resolve travel-related issues, and coordinate travel expense documentation.
• Prepare, review, and submit timesheets accurately and within deadlines, maintaining attendance records.
• Liaise with Payroll, Human Resources, and Finance regarding timesheet or timekeeping queries.
• Prepare and submit the COO’s business expense claims, collecting and verifying receipts.
• Complete monthly company credit card reconciliations, allocate expenses, and resolve discrepancies with the Finance Department.
• Act as a professional point of contact between the COO and stakeholders, screening calls and inquiries.
• Coordinate executive events, management meetings, and business functions.
• Support special projects and complete ad hoc assignments as directed by the COO.

Qualifications and Experience

• A minimum of 5 to 10 years of experience in an executive personal assistant role or similar.
• Demonstrated ability to manage complex calendars and schedules.
• Proven experience in coordinating domestic and international travel.
• Strong organizational skills with attention to detail in managing expenses and timekeeping.
• Ability to handle confidential and sensitive information with the highest level of discretion.

Work Location

This full-time position is based in Makkah, Saudi Arabia, with potential work in Jeddah. The role requires on-site presence to provide direct support to the COO.