Job Description

Key Result Areas:

• Schedule and coordinate the Executive Director's calendar, appointments, meetings, events, official visits, and business travel arrangements to ensure effective time management and commitment planning.
• Assist in organizing and coordinating meetings, including invitations, agendas, attendance, venue arrangements, hospitality, visitor access, parking, and required supporting materials.
• Help prepare, review, and organize correspondence, emails, memos, reports, presentations, briefing notes, meeting minutes, and other official documents in Arabic and English.
• Screen & Direct incoming calls, correspondence, inquiries, requests, and visitors to the appropriate person, department, or action while ensuring timely follow-up.
• Record and maintain accurate records of meetings, correspondence, executive decisions, invitations, events, contacts, and follow-up actions.
• Maintain organized, secure, and confidential electronic and manual filing systems, ensuring accessibility, accuracy, and proper document control within the Executive Office.
• Make arrangements for Executive Director engagements, including conferences, seminars, stakeholder meetings, protocol requirements, travel logistics, accommodation, and transportation.
• Perform follow-up activities with internal departments, government entities, external stakeholders, partners, and service providers to ensure timely completion of assigned actions and requests.
• Inspect documents, submissions, agreements, reports, and forms submitted for review, approval, or signature to ensure completeness, accuracy, and required supporting documentation.
• Operate office systems, software applications, and administrative tools to prepare reports, presentations, records, and correspondence and support efficient Executive Office operations.
• Greet visitors, dignitaries, VIP guests, and stakeholders professionally, facilitating effective communication, coordination, and a positive Executive Office experience.
• Other reasonable tasks as assigned by supervisor.

Minimum Knowledge, Skills & Experience:

• High School Diploma or equivalent qualification, with 2-5 years of relevant professional experience in executive administration, office support, or a similar role.
• Strong Arabic and English verbal and written communication skills, with the ability to interact professionally with a variety of stakeholders.
• Good organizational and coordination skills, with the ability to manage multiple tasks and priorities effectively.
• Strong attention to detail and accuracy when handling documents, records, and correspondence.
• Ability to maintain confidentiality and demonstrate professionalism in day-to-day interactions and activities.
• Proficiency in MS Office applications.