Role Overview
This role provides high-level executive support while ensuring smooth day-to-day operational coordination across the business. The position requires a highly organized and proactive professional who can manage executive priorities, streamline administrative processes, and support operational efficiency across multiple functions.
Key Responsibilities
Executive Support
- Provide comprehensive administrative support to senior leadership, including calendar management, meeting coordination, and travel arrangements
- Prepare reports, presentations, and executive summaries for internal and external stakeholders
- Act as a key point of contact between the executive office and internal/external stakeholders
- Manage confidential information with discretion and professionalism
- Track key action items, follow-ups, and ensure timely execution of decisions
Operations Administration
- Support day-to-day operational activities across departments, ensuring alignment and efficiency
- Maintain and manage operational documentation, reports, and records
- Coordinate with different teams (FM, Procurement, HR, Finance) to ensure smooth workflow
- Assist in monitoring operational KPIs, service delivery performance, and reporting
- Support vendor coordination, service requests, and contract documentation tracking
- Ensure compliance with internal processes, policies, and reporting standards
Coordination & Process Support
- Organize internal meetings, prepare agendas, and record minutes with clear action tracking
- Assist in improving administrative and operational processes to enhance efficiency
- Support implementation and usage of systems (e.g., CAFM/ERP/Document Management Systems)
- Handle correspondence, documentation, and communication on behalf of the leadership team
Candidate Profile
- Bachelor's degree in Business Administration or related field
- 5+ years of experience in Executive Assistant and/or Operations Administration roles
- Experience in Facilities Management, Property Management, or service-based environments is highly preferred
- Strong organizational and multitasking abilities in fast-paced environments
- Excellent communication skills (English required; Arabic is a plus)
- High attention to detail with strong follow-up and coordination skills
- Proficiency in MS Office and familiarity with operational systems (CAFM/ERP preferred)
