Job Purpose:

To provide comprehensive administrative support to the executive team and board of directors, ensuring efficient management of schedules, communication, and logistical arrangements

Main job duties and responsibilities:

1.  Manage and coordinate the executive’s calendar, including scheduling meetings,

appointments, and travel arrangements.

2.  Manage complex calendars, appointments, and meetings across time zones.

3.  Organize and prepare for meetings, including gathering documents, briefing materials, and presentations.

4.  Draft, review, and format emails, letters, and internal communications on behalf of executives.

5.  Act as a gatekeeper and liaison between executives and internal/external stakeholders.

6.  Handle confidential and sensitive information with discretion and integrity.

7.  Provide support with personal and confidential matters when requested.

8.  Coordinate personal travel, appointments, and private engagements.

9.  Liaise third parties for personal needs as needed.

10. Support strategic projects, preparing documentation and following up on timelines and deliverables, attending and taking minutes of meetings.

11. Conduct background research, prepare reports and executive summaries.

12. Assist with the preparation and execution of business proposals, pitch decks, and presentations.

13. Arrange complex travel itineraries and manage related logistics (visas, hotels, transportation, etc.).

14. Process expense claims and reimbursements efficiently and accurately.

15. Ensure the executives’ office environment is well-organized and equipped.

16. Act as the central coordination point between executive leadership and all departments.

17. Track and follow up on action items with multiple stakeholders.

18. Ensure internal alignment on top-priority initiatives.

19. Organize and coordinate the Board of Directors and General Assembly meetings (BoD & GA & AoC), including sending invitations, preparing agendas, and sharing supporting documents.

20. Record, prepare, and circulate Minutes of Meetings (MoMs) in Arabic.

21. Ensure compliance with internal governance protocols and legal requirements.

22. Maintain a complete and secure archive of all board and committee documents.

23. Draft and finalize board resolutions, official letters, and corporate communications.

24. Coordinate notarization, approvals, and registration of board decisions as needed.

25. Act as the liaison between board members and the executive team.

26. Respond to board member requests and ensure timely follow-up on action items.

27. Coordinate with legal, finance, and HR departments on governance-related issues.

28. Assist with the setup and logistics of board committees (e.g., Audit, Remuneration, Strategy).

29. Compile reports, dashboards, and performance updates for committee review