Executive Assistant

Job Purpose

The Executive Assistant provides high-level administrative support to the directors, ensuring seamless coordination, efficient communication, and operational excellence. Acting as a strategic partner, this role enhances productivity by managing schedules, overseeing logistics, and safeguarding confidential information. Through proactive organization and cross-functional collaboration, the Executive Assistant enables the directors to focus on strategic priorities and business growth.

Responsibilities/Duties

Profil de candidat recherché :

Executive Support & Administration

• Manage complex calendars, coordinate meetings, and optimize scheduling for both directors.
• Prepare, refine, and distribute reports, presentations, and formal business documents.
• Handle highly confidential information with discretion, maintaining the integrity of sensitive materials.
• Process expense reports, purchase requests, and budget-related documentation with accuracy.
• Arrange comprehensive travel plans, including bookings, accommodations, and detailed itineraries.
• Conduct research and compile supporting materials to aid informed decision-making.
  
  

Communication & Coordination

• Serve as the primary liaison, ensuring effective communication between directors, internal departments, and external stakeholders.
• Draft, review, and oversee official correspondence in alignment with company policies and regulatory requirements.
• Develop and maintain structured digital and physical filing systems for streamlined document retrieval.
• Monitor action items and drive timely completion of tasks assigned by or to the directors.
  
  

Operational & Departmental Support

• Oversee office supply inventory, ensuring timely procurement and replenishment of essential materials.
• Manage uniform/PPE distribution, tracking orders and ensuring availability for relevant department staff.
• Support departmental initiatives by monitoring action plans and ensuring strategic alignment.
• Organize logistics for internal events, workshops, and training sessions to enhance team collaboration.
• Facilitate correspondence with government agencies and regulatory bodies, ensuring compliance and timely responses.
• Collaborate with department managers to refine administrative processes and optimize workflow efficiency.
  
  

Meeting & Event Management

• Schedule, organize, and oversee all logistical aspects of internal and external meetings.
• Prepare meeting agendas, document minutes, and follow up on key deliverables.
• Provide live translation support during meetings when necessary.
• Plan and execute departmental events, including team-building activities and recognition programs.
  
  

Safety Responsibilities

• Promote a positive safety culture within the workplace and attend any safety-related meetings or briefings as required within the job role.
• Comply with the requirements of RDMC RQHSE Policy and Safety Management System.
• Be mindful that Safety, Security, and Environmental protection are everyone's responsibility.
• All staff members are accountable for reporting and intervening in any Safety, Security, or Environmental violations.
  
  

Qualifications

ESSENTIAL QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

• Bachelor's degree in business administration, Management, or a related field.
• Professional certification in office administration, executive assistance, or project management is advantageous.
• Fluent in English and Arabic, with proficiency in French is an asset.
  
  

Knowledge

• Deep understanding of executive-level administration, corporate governance, and business protocols.
• Advanced expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and business collaboration platforms (Teams, SharePoint).
• Familiarity with corporate compliance requirements and regulatory documentation handling.
• Ability to conduct in-depth research, analyze data, and present findings concisely.
  
  

Experience

• 3-5 years in an executive assistant or senior administrative role, preferably supporting C-suite executives.
• Proven track record in managing complex scheduling, travel arrangements, and high-stakes coordination.
• Extensive experience handling confidential materials, corporate documents, and regulatory communications.
• Strong background in event planning, office management, and vendor negotiations.
• Experience working with government agencies and regulatory bodies to ensure compliance and effective communication.
• Strong financial acumen, including experience with expense reporting, procurement, and budget tracking.
  
  

Desired Behaviors & Experiences

• Strategic Thinking & Initiative: Proactively anticipates needs, identifies inefficiencies, and optimizes processes to support executive priorities.
• Detail-Oriented Execution: Ensures accuracy in documentation, scheduling, and follow-ups, maintaining high professional standards.
• Exceptional Relationship Building: Fosters strong connections with executives, colleagues, and external partners.
• Discretion & Ethical Integrity: Upholds confidentiality and demonstrates unwavering professionalism in handling sensitive matters.
• Problem-Solving & Decision Making: Applies analytical thinking to navigate challenges and enhance operational efficiency.
• Adaptability & Resilience: Thrives in a fast-paced, dynamic environment, seamlessly adjusting to evolving priorities.
• Collaborative Leadership: Works effectively across departments, driving teamwork and operational alignment.
• Accountability & Ownership: Takes full responsibility for deliverables, ensures follow-through, and maintains high performance standards.