Executive Assistant

About the Role

Executive Assistant / Secretary

1) CEO Calendar & Daily Coordination

• Manage the CEO’s calendar: meetings, follow-ups, reminders, scheduling across time zones.
• Coordinate internal and external meetings (Zoom/Teams/Google Meet), share agendas, and ensure attendees are confirmed.
• Prepare daily schedules, priority lists, and ensure the CEO stays on track.
• Maintain organized digital files, notes, and contact directories.

2) Telecalling & Lead Follow-ups

• Conduct outbound calls to prospective clients/partners using a shared script and outreach plan.
• Handle inbound calls professionally, qualify leads, and capture requirements accurately.
• Schedule meetings for the CEO/BD team and ensure proper handover notes.
• Follow up persistently (and politely) to drive responses and meeting confirmations.

3) Email Outreach & Communication

• Draft and send professional emails to prospective clients, partners, and stakeholders on behalf of the CEO.
• Maintain email templates for outreach, follow-ups, and meeting confirmations.
• Track email responses, follow-ups, and next steps to ensure nothing is missed.

4) CRM / Tracker Management

• Update trackers/CRM with call notes, email status, follow-up dates, and outcomes.
• Maintain a clean pipeline dashboard (e.g., contacted, interested, meeting scheduled, follow-up needed).
• Prepare weekly reports summarizing outreach activities and conversions.

5) Administrative & Office Support

• Assist with basic admin tasks: document formatting, printing/scanning, coordination with vendors (if needed).
• Support in preparing proposals, presentations, and meeting briefs (basic formatting and structure).
• Maintain confidentiality and handle sensitive information professionally.

Requirements

• **2–5 years**

experience

• as an Executive Assistant, Secretary, Admin Assistant, or similar role (client-facing preferred).
• Strong verbal communication skills and confidence in
• telecalling / follow-ups
• .
• Excellent written English (Arabic is a plus).
• Highly organized, detail-oriented, and able to manage multiple priorities.
• Comfortable using tools like Google Calendar, MS Office, Google Workspace, Zoom/Teams, and spreadsheets.
• Professional, discreet, polished, and proactive.

We’re Looking For

• Calendar management & scheduling mastery
• Client coordination + follow-up discipline
• Strong email writing & phone etiquette
• Basic reporting + tracker management
• Ownership mindset and “I’ll handle it” attitude