Lead Executive Assistant

About Talabat

Role Overview

Executive Support and Coordination

• Manage active calendars, expense reports, complex travel plans, itineraries, agendas, and meeting-room bookings.
• Act as a gatekeeper, prioritize conflicting needs, and handle proactive and ad hoc executive requests.
• Prepare correspondence and manage Workday and email administration on behalf of executives.
• Maintain discretion and confidentiality in relationships with C-level executives.

Stakeholder Engagement

• Keep executives informed of upcoming commitments and responsibilities and follow up appropriately.
• Maintain relationships with Travel, Finance, Facilities, P&C, IT, and other cross-functional partners.
• Make unsupervised prioritization decisions that focus executive time on strategic priorities.
• Manage engagement initiatives for wider teams in line with ExCo requirements.

Events and Documentation

• Manage ExCo summits, town halls, team-building activities, offsites, and other local, regional, and global events.
• Coordinate executive office equipment procurement and ensure event and meeting-room setups meet requirements.
• Oversee petty cash, corporate cards, invoices, meeting documents, investor visits, and ExCo committee governance.
• Compile decks, templates, minutes, and key decisions for meetings and executive forums.

Projects and Process Improvement

• Manage special projects sponsored by ExCo and lead initiatives that streamline workflows and reduce service-level times.
• Maintain the company's regional knowledge portal, including content, access restrictions, design, and education.
• Define project scopes, create project artifacts, draw Gantt charts, and build decks for senior audiences.
• Identify and follow up on workplace inadequacies and meeting-room requirements.

Team Management and Development

• Lead direct reports by example and foster a collaborative, growth-oriented Executive Assistant team.
• Support team development through knowledge sharing, advocacy, empowerment, and mentoring.
• Maintain team-wide workload balance and develop the team's brand, mission, and vision.
• Manage time-off approvals, Workday records, team resources, and daily support tasks.

Requirements

• Ability to provide confidential executive support to the CEO and other C-level executives.
• Ability to manage highly active calendars, complex travel, itineraries, agendas, and competing priorities.
• Ability to make unsupervised prioritization decisions and handle ad hoc requests proactively.
• Ability to build effective relationships with cross-functional partners and executive stakeholders.
• Ability to manage corporate, leisure, regional, and global events and offsites.
• Ability to manage special projects, define scopes, create project artifacts, and build Gantt charts and executive decks.
• Experience leading, mentoring, and balancing the workload of an Executive Assistant team.
• Ability to manage budgets, petty cash, corporate cards, invoices, and administrative records.
• Ability to communicate performance expectations and provide feedback during review cycles.