Executive Assistant

Summary

Join iHorizons as an Executive Assistant and provide comprehensive support to the CEO. You will manage the CEO's schedule, communications, and various administrative tasks. This diverse role requires strong organizational, communication, and multitasking skills. You will work closely with the CEO, handling both personal and business matters, and ensuring efficient workflow. The ideal candidate possesses extensive experience as a CEO-level EA, excellent communication skills in Arabic and English, and advanced proficiency in MS Office and Teams. This position offers the opportunity to contribute significantly to a leading business solutions provider in the Arab World.

Requirements

• Worked as a CEO-level EA for at least 3-5 years, with overall experience of at least 7 years
• Excellent communication and presentation skills in Arabic and English, both verbally and written
• Punctuality and consistency
• Ability to handle multitasking effectively
• Ability to learn new concepts, skills, and processes quickly
• Maintain and develop advanced skills in MS Office and Teams
• Good time management skills, flexibility, be a team player, with a high sense of responsibility
• Be confident and capable when liaising with people at all levels
• Ability to act independently and have initiative
• Be proactive and meet deadlines efficiently
• Respond promptly to various work requirements Well organized, assertive, proactive, focused, personable, pleasant, articulate and professional

Responsibilities

• Manage professional and personal scheduling for CEO
• Manage CEO’s calendar and arrange his appointments and meetings, prepare agendas, and coordinate with all relevant parties. Ensure that the CEO is well prepared for meetings
• Attend CEO’s meetings as and when required, prepare meeting minutes and follow up on tasks and actions
• Update, maintain and prioritize the CEO's task lists
• Deputize for CEO: make decisions and delegate work to others in the CEO's absence as agreed with CEO
• Help run CEO’s personal errands
• Manage communications between CEO, senior management and employees on all tasks and initiatives, liaising with internal and external executives on various projects and initiatives
• Collect and present departmental progress reports on projects and initiatives to the CEO. Analyze them and report variances to plans and escalate when they are not going to plan
• Check CEO’s emails and respond to them when needed. Research information for replies to messages where appropriate, both internally and externally
• Effective management of own time tasks and in building efficient work relationships
• Screen and handle his phone calls and communications
• Maintain CEO's contacts
• Manage internal and external communication in a timely and in a solution-oriented approach
• Handle the role of Management Committee (MC) Secretary
• Assist the CEO in envisioning and developing new business cases
• Understand the company’s vision and objectives and dedicate yourself to achieving them
• Keep abreast of company policies and procedures and help others understand and follow them
• Continuously focus on enhancing and developing processes and procedures for handling work
• Help document new business concepts and initiatives in presentable formats
• Carry out background research on various topics for the CEO and present reports and findings to stakeholders
• Help formulate business models and feasibility studies
• Come up with initiatives to improve overall work effectiveness and help develop procedures and systems to enhance work environment and general performance
• Support CEO in maintaining outstanding engagement levels with key clients and partners
• Maintain and protect company ethics with an extreme sense of commitment, confidentiality, discretion and with
• Help CEO stay updated on project implementation statuses
• Assist CEO in initiating and carrying forward various organizational development activities and initiatives
• Draft, type, edit, format proofread and assemble reports, documents and presentations
• Ensure staff adherence to standards and procedures and expedite workflows
• Perform administrative and office support, such as writing business letters, typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
• Review internal documents prepared by staff before passing them to the CEO

Preferred Qualifications

• Preferably a university degree in Business Administration
• A Master’s degree in Business Administration is a plus
• Preferably at a company in an area similar to iHorizons
• Preferably did training/certification in those areas