Executive Administrative Assistant

Job Description

Role Overview

This role provides high-level executive support while ensuring smooth day-to-day operational coordination across the business. The position requires a highly organized and proactive professional who can manage executive priorities, streamline administrative processes, and support operational efficiency across multiple functions.

Key Responsibilities

• Provide comprehensive administrative support to senior leadership, including calendar management, meeting coordination, and travel arrangements
• Prepare reports, presentations, and executive summaries for internal and external stakeholders
• Act as a key point of contact between the executive office and internal/external stakeholders
• Manage confidential information with discretion and professionalism
• Track key action items, follow-ups, and ensure timely execution of decisions

• Support day-to-day operational activities across departments, ensuring alignment and efficiency
• Maintain and manage operational documentation, reports, and records
• Coordinate with different teams (FM, Procurement, HR, Finance) to ensure smooth workflow
• Assist in monitoring operational KPIs, service delivery performance, and reporting
• Support vendor coordination, service requests, and contract documentation tracking
• Ensure compliance with internal processes, policies, and reporting standards

• Organize internal meetings, prepare agendas, and record minutes with clear action tracking
• Assist in improving administrative and operational processes to enhance efficiency
• Support implementation and usage of systems (e.g., CAFM/ERP/Document Management Systems)
• Handle correspondence, documentation, and communication on behalf of the leadership team

• Bachelor's degree in Business Administration or related field
• 5+ years of experience in Executive Assistant and/or Operations Administration roles
• Experience in Facilities Management, Property Management, or service-based environments is highly preferred
• Strong organizational and multitasking abilities in fast-paced environments
• Excellent communication skills (English required; Arabic is a plus)
• High attention to detail with strong follow-up and coordination skills
• Proficiency in MS Office and familiarity with operational systems (CAFM/ERP preferred)