Executive Assistant

Jeddah, Saudi Arabia (on-site)

Type: Full-time

• The role (read this if you’re a true EA)
• This isn’t a diary-and-travel admin job.
• We’re hiring a Portuguese-speaking Executive Assistant to support a High Net Worth Individual (CEO-level) in a finance business.
• Your job is to protect the CEO’s time, keep priorities moving, and make sure nothing important gets dropped.
• You’ll operate as a strategic partner: a calm gatekeeper, a sharp coordinator, and an execution driver.
• If you’re the kind of EA who anticipates, challenges, and closes loops without being chased you’ll love this.
• What you’ll own
• 1.
• Strategic calendar management
• Prioritise the CEO’s calendar based on business impact (not whoever shouts loudest)
• Protect deep work time and strategic thinking blocks
• Challenge low-value meeting requests and restructure agendas proactively
• Build an optimal daily/weekly cadence so the CEO stays focused on high-value work
• 1.
• Communication and gatekeeping
• Manage inbound communication across email, WhatsApp, and calls
• Filter, prioritise, and route only critical topics to the CEO
• Draft replies on behalf of the CEO when appropriate (clear, professional, fast)
• Keep response times and follow-ups tight — no loose ends
• 1.
• Meeting preparation and briefings
• Prepare concise pre-meeting briefs that cover:
• Who’s attending and why they matter
• Objectives and expected outcomes
• Key decision points and risks
• Make sure the CEO walks into every meeting fully prepared
• 1.
• Follow-ups and execution tracking (this is where great EAs stand out)
• Capture decisions, actions, owners, and deadlines
• Track progress and chase stakeholders until the job is done
• Act as a “personal project manager” to the CEO — accountability, pace, and closure
• 1.
• Travel and logistics management
• Coordinate business and personal travel end-to-end
• Manage itineraries, flights, hotels, transport, visas (if needed), and last-mile logistics
• Anticipate needs and handle changes smoothly when plans shift
• 1.
• Information and organisation management
• Maintain structured records of documents, contacts, and key information
• Ensure fast retrieval of critical data at any time
• 1.
• Personal support (as needed)
• Manage personal appointments and select lifestyle admin
• Remove friction from the CEO’s personal schedule to protect focus
• What we’re looking for
• Portuguese: fluent (spoken and written)
• English: fluent
• 5–10+ years’ experience as an Executive Assistant supporting C-level (CEO preferred)
• Background can be any sector (finance experience is nice-to-have, not required)
• High ownership and proactivity: you anticipate needs and take responsibility for outcomes
• Strong judgement: you can distinguish urgent vs important and make decisions with limited guidance
• Extremely organised with sharp attention to detail
• Discreet and trustworthy: confidentiality is non-negotiable
• Calm under pressure, solutions-first, and comfortable operating at speed
• How success will be measured (KPIs)
• CEO time is protected and optimised (deep work preserved)
• Fewer unnecessary meetings and interruptions
• Consistently high-quality meeting briefs
• Strong follow-through and execution rate across stakeholders
• Clear increase in CEO productivity and focus
• Not a fit if you are
• Reactive and waiting for instructions
• Purely administrative with limited ownership
• Weak on follow-up discipline, prioritisation, or organisation
• Uncomfortable acting as a gatekeeper