We are seeking a highly organized and proactive Executive Assistant to join our team in Makkah, Saudi Arabia. In this role, you will serve as a strategic partner to senior-level executives, providing comprehensive administrative support that enables them to focus on high-impact initiatives. You will operate with a high degree of independence, managing complex schedules, coordinating cross-functional projects, and ensuring seamless execution of executive priorities. This position requires exceptional organizational skills, strong interpersonal abilities, and a commitment to delivering excellence in a fast-paced, dynamic environment.
- Independently manage complex calendars for senior executives, including coordinating recurring meetings, managing multi-time-zone bookings, blocking focused work time, and anticipating rescheduling needs while reflecting executive priorities accurately
- Review and prioritize incoming emails, categorize by urgency, flag follow-ups, draft responses when appropriate, and maintain inbox hygiene across shared and personal mailboxes
- Coordinate comprehensive travel arrangements including flights, ground transportation, hotel accommodations, travel insurance, and visa applications; develop detailed itineraries and proactively address travel issues
- Own the complete lifecycle of executive meetings—from agenda coordination and invite distribution to materials preparation, notetaking, and action item follow-ups; support hybrid and virtual meetings via Teams or similar platforms
- Prepare and submit expense reports aligned with company standards, ensuring accurate coding, receipt attachment, and reconciliation of credit card transactions; track approvals and liaise with accounting for pending reimbursements
- Generate and format spreadsheets, dashboards, reports, and presentations tailored for executive and stakeholder use; maintain version control and proactively update recurring documents
- Submit and track purchase orders, assist in vendor setup, ensure invoice submission, and coordinate with service providers for vendor meetings and contract routing
- Prepare logistics for stakeholder visits, including agendas, room bookings, meal planning, and meeting materials; serve as point-of-contact for internal teams to ensure seamless execution
- Create and distribute newsletters, announcements, and internal updates on behalf of the executive; design basic graphics for events and assist with formatting communications for broader distribution
- Manage requests for system access, IT support, and onboarding-related tools; coordinate with IT departments to ensure timely resolution of technical issues
- Conduct market research, competitor analysis, and internal policy reviews to support executive decision-making; gather profiling information on clients, stakeholders, and vendors
- Build and maintain strong working relationships with internal departments (HR, Finance, Legal, IT) and collaborate with peer Executive Assistants to align schedules and share best practices
- Perform additional administrative tasks as needed to support executive operations and organizational goals