مساعد تنفيذي ومنسق عمليات إدارية

About the Job

We are looking for an organized, precise, and highly capable individual to follow up and coordinate as an Executive Assistant and Administrative Operations Coordinator at Yaz Production Business Solutions. This role will be responsible for monitoring the daily workflow between management and employees, organizing meetings, reports, files, appointments, and approvals, and ensuring that operations are not disrupted or follow-ups are missed.

This job is suitable for someone who enjoys organization, follow-up, note-taking, file arrangement, employee supervision, and preparing concise reports for management.

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Job Objective

To contribute to the organization of administrative and operational work within the company by following up on employee tasks, coordinating meetings, preparing minutes, monitoring weekly reports, organizing files, tracking approvals, and providing clear summaries to the CEO to assist in decision-making and workflow monitoring.

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Tasks and Responsibilities

First: Daily Task Follow-up

• Follow up on employees' daily tasks and ensure clarity of priorities.
• Monitor the status of open and overdue tasks.
• Remind employees of appointments and required deliverables.
• Report obstacles or delays to the CEO early.
• Prepare a daily or periodic summary of work status.

Second: Administrative Coordination with Employees

• Coordinate between the CEO and employees.
• Follow up on the implementation of directives and decisions issued by management.
• Ensure that each task has a clear owner, deadline, and status.
• Follow up on matters requiring approval or decision from management.
• Organize internal communication in a clear and professional manner.

Third: Meetings and Minutes

• Schedule internal and external meetings.
• Send invitations and reminders.
• Prepare meeting agendas.
• Take meeting minutes.
• Extract tasks and decisions from meetings.
• Follow up on agreed-upon actions after the meeting.

Fourth: Reports and Follow-up

• Follow up on weekly reports submitted by employees.
• Review the completeness of reports before submitting them to the CEO.
• Prepare a concise executive summary of the team's achievements.
• Monitor sales, design, photography, and administrative task reports.
• Prepare a list of overdue tasks and required approvals.

Fifth: Files and Archiving

• Organize administrative and operational files.
• Ensure files are saved in the correct folders.
• Arrange client files, proposals, meetings, reports, and declarations.
• Ensure files are not lost or saved in random locations.
• Follow up on file links and attachments when needed.

Sixth: Executive Management Support

• Prepare administrative letters and correspondence as needed.
• Follow up on internal signatures and declarations.
• Follow up on employees' administrative requests.
• Arrange appointments and visits.
• Prepare summaries for management on matters requiring a decision.
• Support the CEO in organizing their daily and administrative priorities.

Seventh: Follow-up with Current Departments

• Follow up on updates from Business Development and Sales Specialists regarding clients, opportunities, and proposals.
• Follow up on design requests, proposals, and files with the Design Specialist and Marketing/Administrative Support.
• Follow up on photography schedules, file status, and delivery deadlines with the Photographer and Editor.
• Coordinate between employees to ensure tasks are not delayed or requests are lost.

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Required Qualifications

• Diploma or Bachelor's degree in Administration, Secretarial Studies, Business Administration, Human Resources, or any related field.
• Previous experience in secretarial work, administrative support, administrative coordination, or operations follow-up.
• Proficiency in Microsoft Office programs, especially Word and Excel.
• Proficiency in using Google Drive, Google Sheets, and Google Forms, or the willingness to learn them quickly.
• Excellent ability to take notes and prepare minutes and concise reports.
• High skill in organization, follow-up, and prioritizing tasks.
• Proficiency in Arabic writing and composition.
• Ability to handle information and files with confidentiality and professionalism.

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Required Skills

• High level of organization and precision in follow-up.
• Speed in completing administrative tasks.
• Ability to handle multiple tasks simultaneously.
• Professional communication style with employees and clients.
• Calm and assertive personality in follow-up.
• Ability to write clear meeting minutes and reports.
• Attention to detail.
• Punctuality.
• Confidentiality.
• Ability to translate directives into actionable tasks.
• Willingness to escalate obstacles and observations to management.

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What We Are Looking For in the Ideal Candidate

We are looking for someone who does not wait for instructions for every detail, but knows how to follow up, organize, arrange, remind, and report observations in a timely manner.

The ideal candidate for this position should be able to act as an organized link between the CEO and employees, and help transform daily work from scattered messages and follow-ups into a clear and organized system.

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Scope of Authority

This is an administrative and organizational role and does not include approving prices, discounts, contracts, financial decisions, or client commitments, except under direct instruction from management.

The employee will be responsible for follow-up, coordination, reminders, documentation, and reporting, not for making final executive decisions on behalf of management.

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Work Benefits

• Professional and advanced work environment.
• Opportunity to contribute to building an organized administrative and operational system within the company.
• Direct reporting to executive management.
• Variety of tasks including administration, follow-up, meetings, files, and reports.
• Opportunity for career development with company growth.