Executive Administrative Assistant
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Key skills for this role
About the Role
Fircroft is seeking an Executive Administrative Assistant in Riyadh to provide high-level support to senior executives. The role requires 3+ years of experience supporting executives, strong English communication skills, and proficiency in Microsoft Office.
Key Skills for This Role
Responsibilities
- Manage executive calendars: schedule and coordinate meetings, appointments, and events; prioritize and resolve conflicts
- Arrange domestic and international travel: book flights, accommodation, ground transport, prepare detailed itineraries and travel expense reports
- Prepare, edit, format, and proofread correspondence, reports, presentations, and briefing materials
- Handle incoming calls, emails and other communications; screen, prioritize and route messages appropriately
- Coordinate and organize meetings: prepare agendas, take minutes, follow up on action items
- Maintain confidential files, records and sensitive information with discretion and professionalism
- Liaise with internal departments and external partners/clients on behalf of the executive
- Manage office supplies and vendor relationships for the executive office
- Assist with special projects, events, and ad hoc tasks as assigned by the executive
- Support onboarding, expense approval processes and simple HR/finance coordination for the executive's team when required
Requirements
- Bachelor's degree in Business Administration, Office Management, or related field preferred (or equivalent experience)
- 3+ years of experience supporting senior executives or in a senior administrative role
- Excellent written and verbal communication skills in English
- Strong time management, organizational skills, and attention to detail
- Proven ability to handle confidential information with discretion
- Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and calendaring tools
Full Job Posting
Job Summary
- Provide high level administrative and operational support to senior executives to ensure efficient functioning of the executive office.
- Manage calendars, communications, travel, and confidential information while acting as a professional point of contact for internal and external stakeholders.
Key Responsibilities
- Manage executive calendars: schedule and coordinate meetings, appointments, and events; prioritize and resolve conflicts.
- Arrange domestic and international travel: book flights, accommodation, ground transport, prepare detailed itineraries and travel expense reports.
- Prepare, edit, format, and proofread correspondence, reports, presentations, and briefing materials.
- Handle incoming calls, emails and other communications; screen, prioritize and route messages appropriately.
- Coordinate and organize meetings: prepare agendas, take minutes, follow up on action items.
- Maintain confidential files, records and sensitive information with discretion and professionalism.
- Liaise with internal departments and external partners/clients on behalf of the executive.
- Manage office supplies and vendor relationships for the executive office.
- Assist with special projects, events, and ad hoc tasks as assigned by the executive.
- Support onboarding, expense approval processes and simple HR/finance coordination for the executive's team when required.
Qualifications & Experience
- Bachelor's degree in Business Administration, Office Management, or related field preferred (or equivalent experience).
- 3+ years of experience supporting senior executives or in a senior administrative role.
- Excellent written and verbal communication skills in English (additional language(s) an advantage).
- Strong time management, organizational skills, and attention to detail.
- Proven ability to handle confidential information with discretion.
- Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and calendaring tools; familiarity with collaboration tools (Teams, Zoom, Slack) and travel booking systems.
- Professional demeanor, proactive attitude, and ability to work independently under pressure.
Preferred Competencies
- Strong interpersonal skills and ability to build relationships across functions.
- Prior experience in a fast paced corporate or executive environment.
- Problem solving mindset and ability to anticipate executive needs.
- High level of cultural sensitivity and discretion when interacting with senior stakeholders.
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