Executive Assistant

Job Description

Overview :

Provides end-to-end support to Leadership meetings in close coordination with Director of Leadership Office and Executive Operations Stream Lead. Activities cover agenda setting, orchestration of meeting material preparation and circulation, meeting attendance, documentation of meeting discussion and actions, record-keeping and enablement of other Leadership Office meeting-related/dependent workflows

Key Responsibilities:

• Lead preparation of meeting agenda, by engaging with Director of Leadership Office and Sector Executive Directors to gather input on strategic priorities and align on topics to be discussed with management
• Orchestrate development of meeting materials, engaging Director of Leadership Office, Executive Advisory Stream Lead and Executive Operations Stream Lead to gather feedback for meeting owners
• Coordinate with Team Members to schedule Leadership meeting and orchestrate advanced sharing of relevant materials with meeting requestor and attendees
• Attend management internal and external meetings and accurately capture minutes, key discussions, decisions, and action items, ensuring consistency, accuracy, and completeness
• Prepare structured MoMs in line with approved templates and documentation standards, and coordinate with Manager to review and validate draft MoMs prior to circulation
• Maintain organized and up-to-date records of meeting MoMs, decisions, and related supporting documents, acting as custodian of institutional memory on leadership meetings
• Engage with Director of Leadership Office, Business Partners, Strategic Support Team Members to share meeting-related intelligence enabling other Office workflows (e.g., follow-up on actions, meeting briefings preparation)

Experience and skills :

• 5+ years of relevant experience in executive support or meeting documentation roles at senior executive levels
• Strong agenda setting, note-taking, documentation, and minutes drafting capabilities
• High attention to detail and ability to capture discussions accurately and objectively
• Strong organizational skills and ability to manage multiple meetings and documentation timelines
• Ability to develop institutional knowledge and contextual understanding of organizational priorities
• Ability to manage confidential information with discretion and professionalism
• Ability to operate in fast-paced, multi-stakeholder, senior-facing environments
• Fluent in English and Arabic, with strong written and verbal communication skills