Purpose
The Executive Assistant provides high-level strategic and administrative support to the Executive Director of the Strategic Assets Department and the Strategic Assets team.
The Executive Assistant of the department is responsible for ensuring the efficient operation of the office by providing effective administrative support and professional secretarial services.
Core Responsibilities
Responsibilities and duties
- Arrange and manage calendars, meetings, travel, and event planning for the Executive Director; ensure effective schedule management.
- Act as the first point of contact for internal and external stakeholders, ensuring professional and efficient communication
- Prioritizing correspondence addressed to the Executive Director, referring issues and inquiries to relevant personnel at EIA for information, response or follow-up, ensuring specific issues receive immediate attention
- Dealing with incoming email, letters, often corresponding on behalf of the Executive Director
- Support the departmental efforts in nomination and onboarding process of non-executive board members and ensure adherence to governance frameworks
- Organize and maintain structured files, online records, and governance documentation for quick retrieval and audit readiness
- Support SA department in streamlining data structure of SA documents and filings
- Develop and implement process improvements to enhance operational efficiency and administrative workflows
- Maintaining the budget/accounts for the department ensuring accuracy
- Writing and keeping custody of minutes of SA department meetings and all follow ups on action items
- Oversee coordination of department-related events, workshops, and stakeholder meetings.
- Producing documents, briefing papers, reports and presentations;
- Organizing and attending meetings and ensuring the Executive Director is well prepared for meetings
- Carrying out specific projects and research;
- Supporting the team and any projects or establishments that comes under the department
- Perform other duties as assigned by Line Manager
- Drafting external communications (English and Arabic)
- Translating documents
- Covering the CEO Office as required
- Maintaining online records and systems as required
Requirements
Qualifications & Experience
Education
- High School Diploma required; Bachelor's Degree preferred in Business Administration, Corporate Governance, or a related field
Experience
- Minimum 7 years of executive secretary experience, including at least 3 years supporting senior executives or Board-level activities.
- Proven ability to handle Board documentation, and governance-related tasks.
- Bilingual skills fluent in English and Arabic is a requirement for stakeholder communication.
Technical & Functional Skills
- Strong problem solving skills (hypothesis-driven thinking, analytical, quantitative, conceptual skills
- Excellent interpersonal and communication skills (oral, written, presenting)
- Flexibility to work and interest in working across sectors when required
Behavioural Competencies
- Radiating positive energy and enthusiasm, can-do mentality
- Drive to achieve, goal and results oriented
- Ownership, takes responsibility for all work activities and personal actions