Job Description
Department
Administration / Executive Office
Reports To
Chief Executive Officer (CEO) / Managing Director / General Manager
Job Purpose
The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer and senior management. The role ensures efficient coordination of executive activities, communication, meetings, travel, documentation, and confidential information while supporting the smooth operation of the Executive Office.
Responsibilities :
Key Responsibilities
Executive Support
• Provide comprehensive administrative support to the CEO and senior management.
• Manage executive calendars, appointments, meetings, and daily schedules.
• Prioritize appointments and resolve scheduling conflicts.
• Organize internal and external meetings, including preparation of agendas and meeting materials.
• Prepare meeting minutes and monitor follow-up actions.
Communication Management
• Screen telephone calls, emails, and correspondence.
• Draft, edit, and distribute professional correspondence, presentations, reports, and other documents.
• Act as the primary point of contact between executives and internal or external stakeholders.
• Maintain effective communication with clients, suppliers, government authorities, and business partners.
Document Management
• Prepare, review, format, and maintain executive documents.
• Ensure confidential documents are handled securely.
• Maintain electronic and hard-copy filing systems.
• Track incoming and outgoing correspondence requiring executive attention.
Travel and Event Coordination
• Arrange domestic and international travel, including flights, accommodation, transportation, and visas where required.
• Prepare travel itineraries and travel documentation.
• Coordinate executive participation in conferences, meetings, and corporate events.
• Organize company events and executive functions when assigned.
Office Coordination
• Coordinate administrative activities within the Executive Office.
• Monitor office supplies and administrative requirements.
• Liaise with internal departments to facilitate efficient information flow.
• Support implementation of management decisions and assigned projects.
Reporting
• Prepare periodic reports, presentations, and management dashboards.
• Collect information requested by executive management.
• Monitor completion of assigned executive actions and deadlines.
Confidentiality
• Handle highly confidential business information with discretion.
• Maintain confidentiality regarding company strategies, financial information, personnel matters, and contractual information.
Continuous Improvement
• Recommend improvements to administrative processes.
• Support implementation of digital tools and efficient office practices.
• Assist in developing administrative procedures and templates.
Authority
The Executive Assistant is authorized to:
• Coordinate executive meetings and schedules.
• Request information from departments on behalf of executive management.
• Arrange travel and logistical support.
• Coordinate administrative activities across departments.
• Maintain executive records and confidential documentation.
Requirements :
Qualifications
Education
• Bachelor's degree in Business Administration, Management, Office Administration, or related discipline.
Experience
• Minimum 5 years of experience as an Executive Assistant, Personal Assistant, or in a senior administrative role.
• Experience supporting executive management in a corporate environment.
• Experience in engineering, construction, or oil & gas industry is advantageous.