Executive Assistance to CEO

Confidential Company

Job Purpose: The Executive Assistance need to provide comprehensive executive support and manage office operations efficiently, ensuring smooth organizational functioning, effective stakeholder engagement, and timely delivery of administrative tasks aligned with organizational KPIs.

Key Responsibilities:

Office Operations:

• Manage day-to-day office operations, including scheduling, correspondence, and ensuring the office is clean, organized, and well-stocked.
• Oversee and maintain office supplies, equipment, and IT systems.
• Organize and coordinate internal office events, and meetings ensuring satisfaction ratings.
• Maintain office cleanliness and organization with 100% compliance during inspection.

Administrative Support:

• Assist in managing appointments and client meetings, by ensuring 100% are scheduled on time.
• Handle phone calls, emails, and other communications in a timely and professional manner.
• Draft, proofread, and edit correspondence and other documents on behalf of the C-level executives.
• Conduct research and compile data for executive decision-making.
• Assist in the preparation of board meetings, including gathering materials and taking minutes.
• Prepare and submit professional and accurate documents. Manage and maintain executive-level documents and systems for easy access and retrieval.
• Perform ad hoc administrative tasks, as required by the executives.

Client & Stakeholder Relations

• Assist with client inquiries, ensuring they receive timely and accurate information regarding properties, services, and processes. Manage to reply to all inquiries with a response time within one business day.
• Maintain an updated database of clients, vendors, and guests with a maximum of 2 missing active contacts.

Financial & Document Management:

• Oversee the management of financial records, including invoicing, payments, and budgeting for office expenses.
• Prepare & submit complete expense and payment records on a monthly basis, achieving 100% submission rate.
• Maintain confidentiality and compliance with industry standards regarding client and transaction documentation.
• Maintain proper filing systems and documentation related to property transactions, leases, and contracts.
• Ensure to submit all the internal documents on time.

Executive Support & Compliance

• Track and close executive tasks with a target of 95% completion on time.
• Monitor KPI through Clear point and provide regular report to CEO .
• Prepare weekly and monthly follow-up reports with 100% timeliness via ClearPoint.
• Follow up with Heads of Departments (HODs) using the Planner, with at least communication per task per week.
• Prepare accurate post-meeting Minutes of Meeting (MoMs) including tasks, recaps, actions, and deadlines, achieving 100% compliance.
• Coordinate travel and accommodation arrangements with 100% accuracy.

Qualifications and Certifications: Bachelor’s degree in business administration, Accounting, Economics, or any related field preferred.

Work Experience

Minimum 5+years of experience in office management, administrative support, or a related field (preferably in real estate).

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and real estate management software.
• Knowledge of CRM systems, document management, and scheduling tools.
• Detail-oriented with a strong sense of responsibility.
• Ability to manage multiple priorities in a fast-paced environment.
• Problem-solving skills and the ability to think critically and independently.

Language Skills

Fluency in English and Arabic

An Arabic speaker candidates will be more preferable.