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Executive Assistant Operations Manager
وافي هيلث | Wafi Health
Riyadh, KSA
Full Time
Mid
1 weeks ago
Microsoft ExcelMicrosoft WordPowerPointGoogle WorkspaceZohoDocument Control
Free
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About the Role
Wafi Health seeks an Executive Operations Coordinator to provide executive and operational support to the CEO. The role involves managing calendars, coordinating projects, maintaining digital document systems, and developing KPI dashboards.
Key Skills for This Role
Microsoft ExcelMicrosoft WordPowerPointGoogle WorkspaceZohoDocument Control
Responsibilities
- Manage executive calendars, meetings, travel, and correspondence
- Prepare meeting agendas, presentations, reports, and meeting minutes, and ensure timely follow up on action items
- Coordinate cross functional projects and monitor timelines and deliverables
- Maintain an organized digital document management system, including policies, SOPs, contracts, and operational records with proper version control
- Develop and maintain KPI dashboards, project trackers, and executive reports
- Coordinate communication between leadership and internal departments
- Support company initiatives and ensure administrative and operational excellence
Requirements
- Bachelor’s degree in Business Administration, Management, Healthcare Administration, or a related field
- 3–5 years of experience in executive support, business operations, project coordination, or administration
- Advanced computer skills are essential
- Expert level Microsoft Excel, including formulas, PivotTables, dashboards, charts, and data analysis
- Advanced proficiency in Microsoft Word and PowerPoint for professional document and presentation preparation
- Strong proficiency in Google Workspace (Docs, Sheets, Drive, Calendar, Gmail)
- Experience with Zoho applications (especially CRM, WorkDrive, Projects, Books, Sign, and Forms) is highly preferred
- Experience with document control systems, digital filing structures, and version control
- Excellent written and verbal communication skills in English (Arabic is an advantage)
Full Job Posting
Position Summary
- The Executive Operations Coordinator provides executive and operational support to the CEO by coordinating projects, managing documentation, tracking key initiatives, and ensuring effective communication across the organization.
- The role serves as the operational backbone of the Executive Office, driving execution through strong organizational, documentation, and digital management skills.
Key Responsibilities
- Manage executive calendars, meetings, travel, and correspondence.
- Prepare meeting agendas, presentations, reports, and meeting minutes, and ensure timely follow up on action items.
- Coordinate cross functional projects and monitor timelines and deliverables.
- Maintain an organized digital document management system, including policies, SOPs, contracts, and operational records with proper version control.
- Develop and maintain KPI dashboards, project trackers, and executive reports.
- Coordinate communication between leadership and internal departments.
- Support company initiatives and ensure administrative and operational excellence.
Qualifications
- Bachelor’s degree in Business Administration, Management, Healthcare Administration, or a related field.
- 3–5 years of experience in executive support, business operations, project coordination, or administration.
- Advanced computer skills are essential.
- Expert level Microsoft Excel, including formulas, PivotTables, dashboards, charts, and data analysis.
- Advanced proficiency in Microsoft Word and PowerPoint for professional document and presentation preparation.
- Strong proficiency in Google Workspace (Docs, Sheets, Drive, Calendar, Gmail).
- Experience with Zoho applications (especially CRM, WorkDrive, Projects, Books, Sign, and Forms) is highly preferred.
- Experience with document control systems, digital filing structures, and version control.
- Excellent written and verbal communication skills in English (Arabic is an advantage).
Core Competencies
- Executive support and coordination
- Advanced Microsoft Excel and reporting
- Digital document control and records management
- Project coordination and follow up
- KPI and dashboard management
- Strong organizational and analytical skills
- Time management and attention to detail
- Confidentiality and professionalism
- Stakeholder communication
Key KPIs
- On time completion of executive action items.
- Meeting minutes distributed within 24 hours.
- Accuracy and timeliness of KPI dashboards and executive reports.
- Compliance with document control and version management standards.
- On time delivery of projects and initiatives.
- Leadership satisfaction with operational support.
Reporting Line
- Reports directly to the Managing Director and works closely with all departments and Shared Services.
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