Executive Assistant

Investment Division Platform Assistant / Executive Assistant to the CIO

Role Purpose

The Investment Division Platform Assistant / Executive Assistant to the CIO is the operational backbone of the CIO's Office and the Investment Division.

The role provides high-level executive support to the CIO while coordinating meetings, communications, documentation, presentations, and administrative workflows across the Division. The successful candidate will ensure that the CIO's time is effectively managed, meetings are properly prepared, correspondence is professionally drafted, and activities across the Investment Division are coordinated efficiently.

This is a specialist executive-support and platform-assistance role. It is not an investment analyst or transaction execution position and does not form part of the investment career track.

Key Responsibilities

Executive Calendar and Travel Management

• Manage the CIO's calendar end-to-end, including prioritizing meeting requests, resolving scheduling conflicts, and coordinating internal and external meetings.
• Arrange complex domestic and international travel, including flights, accommodation, transportation, visas, and detailed itineraries.
• Ensure that the CIO receives all required meeting materials, background information, and briefing notes in advance.

Investment Committee and Board Coordination

• Coordinate Investment Committee, Board, and senior management meetings, including scheduling, agenda preparation, attendance management, and meeting logistics.
• Compile, review, format, and circulate meeting packs and pre-read materials.
• Record decisions and action items, track deadlines, and follow up with the relevant parties to ensure timely completion.

Executive Correspondence and Presentations

• Draft and edit professional letters, emails, briefing notes, reports, and other executive communications on behalf of the CIO.
• Prepare, format, and refine high-quality PowerPoint presentations for Investment Committee, Board, management, and external meetings.
• Ensure that all written materials are clear, accurate, professionally presented, and appropriate for senior stakeholders.

Communication and Inbox Management

• Support the CIO in managing incoming communications by screening, prioritizing, and organizing emails and requests.
• Monitor response deadlines and ensure that important matters are addressed or escalated promptly.
• Coordinate communications with Board members, senior executives, advisers, banks, investment partners, and other external stakeholders.

Document and Data Room Management

• Organize and maintain confidential investment documents, transaction files, NDA records, virtual data rooms, and internal document repositories.
• Maintain effective version control, filing standards, access permissions, and document confidentiality.
• Ensure that investment materials and records are complete, current, and accessible to authorized team members.

Investment Division Platform Support

• Act as the central administrative coordination point across the origination, transaction execution, and investment monitoring teams.
• Coordinate schedules, meetings, deadlines, deliverables, and administrative requirements across the Investment Division.
• Follow up with team members on agreed actions and support the timely flow of information across the Division.
• Maintain relevant trackers, meeting schedules, contact records, and administrative reporting tools.

Investment Division Administration

• Coordinate office logistics, vendor relationships, expense reporting, and other administrative requirements for the Investment Division.
• Support the onboarding of new team members, including documentation, system access, equipment, and meeting arrangements.
• Organize internal team meetings, events, and other Division-wide activities.

Qualifications and Experience

• Three to five years of relevant experience, including direct support to a C-suite executive or senior business leader, preferably within a large corporate group, multinational organization, financial institution, investment firm, or professional-services environment.
• Previous experience in financial services, private equity, investment banking, consulting, professional services, or another demanding corporate environment.
• Exceptional written and spoken English, with the ability to draft high-quality executive correspondence, formal letters, briefing notes, reports, and presentations with minimal supervision.
• Strong written and spoken Arabic.
• Advanced proficiency in Microsoft PowerPoint, including the ability to prepare clear, professional, and visually polished executive and Board presentations.
• Strong proficiency in Microsoft Outlook, Word, and Excel.
• Experience using virtual data rooms, document-management systems, and collaboration platforms.
• Exceptional organizational skills, attention to detail, and the ability to manage multiple priorities and changing deadlines.
• Demonstrated ability to handle highly confidential information with discretion and professionalism.
• Bachelor's degree required.

Candidate Profile:

The successful candidate will be highly organized, discreet, dependable, and comfortable operating in a fast-paced investment environment.

The role requires excellent judgment, strong follow-through, attention to detail, and the confidence to coordinate effectively with Board members, senior executives, advisers, investment professionals, and external stakeholders.

The candidate must be able to produce high-quality correspondence and presentations with limited supervision while maintaining the highest standards of professionalism, accuracy, and confidentiality.