Executive Assistant to Chief Executive Officer

Job ObjectivePerform a wide variety of administrative duties of a highly confidential and sensitive nature. Provide assistance including arranging meetings, taking minutes of meetings, booking travel arrangements, managing communications and others. EnvironmentInternal: All internal departments and functionsExternal: Visitors, Clients, Suppliers and StakeholdersKey responsibilityAttend Board and Committee meetings as required or requested. Record written minutes of the meetings and prepare them for follow up on required actions to be executed by assigned/concerned personnel. Track and consider issues arising from discussions that should be raised with the full Board or another Committee. This includes close follow-up on time-sensitive issues.

Maintain up-to-date paper and electronic records including Board packs, approved Board and Committee minutes, Board resolutions, new Board and Committee Member documents, and annual Board of Directors changes. Provide administrative support including, but not limited to, disseminating information to Board Directors, maintaining Board records, overseeing the resolution process, and developing the draft annual Board and Committee calendars. Work with legal counsel in preparation of required documents in connection with Board and Committee meetings. Maintain a cooperative, effective working relationship with and act as liaison to the Board, employees, and members of the public.

Research, extract, coordinate, and summarize information (confidential and nonconfidential) on behalf of the Board of Directors. Compose and prepare business letters, memos, and reports. Responsible for legal proceedings such as elections, annexations, assessment districts, and public hearings. Make room arrangements for meetings and travel arrangements for the CEO and Board. Attend meetings outside of established working hours when necessary. Maintain confidential records and a proper electronic and paper filing system to ensure accurate office administration and record keeping.

Maintain a proper and organized calendar, internal and external correspondence for the CEO to support optimum utilization of time and attention to priority. Ensure that all policies, procedures, processes, and standard operating procedures are applied correctly and followed thoroughly to ensure a standardized processAct as the point of contact and manage communication between the executives and internal or external. Academic experience requiredBachelor’s degree in business management, Administration, or related disciplineProfessional Experience RequiredMinimum 7 years of experience on an executive role. Computing SkillsProfessional use of computer and MS Applications.

Personal SkillsExcellent secretarial & Multitasking skillsExcellent Planning and organizing skillsSelf-driven who can work with minimum supervisionFlexible multitasker and can work under pressureStrong Time Management and Interpersonal SkillsLanguagesExcellent written and spoken English and Arabic.