Executive assistant
Role Overview
Provides executive, administrative, coordination, and follow-up support to the manager.
Coordinates the manager’s directives, decisions, priorities, meetings, and assigned actions across departments and stakeholders.
Acts as a coordination point between the manager, senior management, departments, projects, factories, clients, and suppliers.
Key Skills for This Role
Full Job Posting
Role purpose
Provides executive, administrative, coordination, and follow-up support to the manager.
Coordinates the manager’s directives, decisions, priorities, meetings, and assigned actions across departments and stakeholders.
Acts as a coordination point between the manager, senior management, departments, projects, factories, clients, and suppliers.
Executive support and follow-up
- Manage the manager’s agenda, schedules, appointments, priorities, and internal and external meetings.
- Prepare agendas, presentations, reports, and supporting documents; attend meetings when required and prepare accurate minutes.
- Track decisions and action items, deadlines, pending matters, and required decisions; escalate urgent or overdue issues.
- Coordinate cross-department follow-up, communicate decisions, and prepare weekly outstanding-action reports.
Operations, projects, and commercial coordination
- Follow up factory performance, production plans and orders, delays, bottlenecks, and reports on production, sales, inventory, procurement, maintenance, quality, costs, and delivery schedules.
- Monitor factory projects, expansions, industrial initiatives, contracting projects, milestones, risks, contracts, purchase orders, variations, claims, payments, and completion.
- Coordinate sales opportunities, tenders, quotations, negotiations, awards, contracts, client meetings, and strategic account tracking.
- Follow up receivables, collections, supplier commitments, budgets, expenditures, major financial commitments, procurement needs, purchase orders, and delayed materials.
- Coordinate assigned HR matters, key recruitment, vacancies, organizational updates, performance reviews, and related confidential reporting.
Reporting and records
- Prepare daily, weekly, and monthly executive reports on priorities, projects, factory performance, sales, collections, procurement, HR, financial commitments, and pending decisions.
- Prepare correspondence, executive communications, presentations, reports, and management circulars professionally and confidentially.
- Maintain organized executive files, decisions and approvals, confidential documents, version control, calendar, and action database; restrict sensitive information to authorized personnel.
Qualifications and experience
- Bachelor’s degree in Business Administration, Industrial Management, Engineering, Management, or a related field is required.
- Administration experience is listed as 7 years required; the description also requests 5–8 years of relevant experience.
- Experience in contracting, construction, manufacturing, industrial, or engineering companies is preferred.
- Experience supporting a General Manager, Managing Director, or senior executive is preferred.
- Strong knowledge of business operations and management coordination; project and executive follow-up experience is highly preferred.
Skills and knowledge
- Strong MS Office skills, particularly Excel, PowerPoint, Word, and Outlook; excellent report preparation skills.
- Understanding of contracting, industrial and manufacturing operations, finance and commercial matters, procurement and supply chain, and project management.
- Excellent Arabic and English communication, professional business writing, presentation, and stakeholder communication skills.
- High confidentiality, attention to detail, proactive organization, problem-solving, professionalism, and ability to manage multiple priorities under pressure.
Work location
- Work location is in person in Riyadh.
Authority and escalation
The role does not independently approve financial, contractual, commercial, HR, or operational matters unless authorized by the manager.
The role may request updates and reports, coordinate meetings and cross-functional actions, follow up instructions, remind responsible managers of deadlines, and escalate overdue matters.
Significant financial, contractual, legal, or strategic decisions must be escalated to the manager.
Preferred experience
Preference is given to experience in contracting, industrial, manufacturing, construction projects, factory operations, executive offices, project management, business development, or Saudi private-sector companies.
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