CEO Office Manager

KEY ACCOUNTABILITIES:

• Own and manage the direct manager calendar, ensuring effective prioritization of meetings, business commitments, site visits, travel, and key engagements.

• Evaluate, prioritize, and coordinate meeting requests to ensure the direct manager's time is aligned with business priorities.

• Proactively identify and resolve scheduling conflicts while balancing priorities and business needs.

• Prepare and maintain the direct manager's daily, weekly, and monthly agenda, ensuring all meetings are supported with relevant pre-reading materials, briefing notes, presentations, and required documentation.

• Coordinate executive schedules with EXCO members and key stakeholders to ensure seamless planning and execution of meetings.

• Monitor changes to the direct manager's commitments and communicate updates promptly to all relevant stakeholders.

• Organize EXCO, Board, and key stakeholders' meetings including scheduling, logistics, venue arrangements, catering, and technology requirements.

• Prepare, review and distribute meeting agendas in coordination with the direct manager, ensuring all supporting documents and presentations are complete and circulated within agreed timelines.

• Attend meetings as required, accurately record minutes in Arabic or English, and distribute approved minutes within the agreed time.

• Maintain a centralized action tracker for decisions, commitments, and assigned actions, proactively following up with relevant departments to ensure timely completion.

• Monitor the implementation of meeting decisions and escalate overdue or high-risk actions to the direct manager as appropriate.

• Maintain organized and confidential records of agendas, minutes, resolutions, and supporting documentation in accordance with record-retention requirements.

• Serve as the primary point of contact for the direct manager office, professionally managing incoming emails, correspondence, visitors, and communication requests.

• Draft, review, edit, translate, and format high-quality correspondence, reports, presentations, speeches,

memos, letters, and announcements in both Arabic and English.

• Manage the flow of incoming and outgoing correspondence to the relevant department, ensuring timely routing, tracking, follow-up, and closure of all requests and responses.

• Review all items submitted for the direct manager's attention or approval to ensure completeness — including supporting documents, required approvals, and relevant context — before presentation to the direct manager.

• Where appropriate, use direct manager-approved AI tools to support the review of documents submitted for the direct manager's approval — checking completeness, consistency, and quality — before presentation, in compliance with confidentiality and data-security requirements.

• Support the administration of the direct manager's professional digital presence (e.g., LinkedIn), including publishing approved content, monitoring messages, and coordinating with Marketing & Communications and appointed agencies, in accordance with the direct manager's approval and delegation framework.

• Ensure that all communications issued from the direct manager Office are accurate, professionally presented, and aligned with organizational standards and priorities.

• Maintain strict confidentiality when handling sensitive information, executive correspondence, and privileged business matters.

• Plan and coordinate all domestic and international travel arrangements for the direct manager, including flights, visas, accommodation, transportation, itineraries, and travel documentation.

• Prepare comprehensive travel itineraries, briefing packs, meeting schedules, and supporting documentation to ensure the direct manager is fully prepared for business travel.

• Support the planning and execution of executive meetings, corporate events, project launches, Town Halls, leadership off-sites, and other direct manager-sponsored events.

• Coordinate with internal departments and external service providers to ensure all event logistics are delivered efficiently and to the required standard.

• Prepare and reconcile the direct manager's business travel and expense claims in accordance with company policies and Finance requirements.

• Coordinate the direct manager's media engagements, interviews, and public appearances — including scheduling and briefing materials — in liaison with Marketing & Communications and appointed agencies.

• Manage the day-to-day operations of the direct manager Office, ensuring efficient administrative processes and high service standards.

• Administer the direct manager Office budget, office supplies, and service contracts within delegated authority.

• Raise purchase requests and coordinate with Procurement and Finance to ensure timely acquisition of direct manager Office requirements.

• Support the onboarding and administrative arrangements for new EXCO members.

• Maintain organized records, filing systems, and documentation for the direct manager Office in accordance with company standards.

• Maintain the highest level of confidentiality when handling sensitive commercial, financial, legal, contractual, strategic, and personnel information.

• Exercise sound judgment in determining matters requiring the direct manager's attention and independently resolve routine operational issues where appropriate.

• Operate within a delegation-of-authority framework agreed with the direct manager, acting on or declining requests on the direct manager's behalf only within delegated limits, and escalating all matters beyond those limits to the direct manager.

• Safeguard confidential direct manager Office records and ensure secure handling, storage, and distribution of sensitive information.

• Promote professional standards, integrity, and discretion in all interactions involving the direct manager Office.

QUALIFICATIONS & EXPERIENCE:

• Bachelor's degree in Business Administration, Management, or related discipline.
• 6–10 years of progressive experience in executive support, with at least 3 years supporting C-level executives.
• Demonstrated experience in executive reporting, agenda management, minute-taking, and action tracking.
• Proven ability to manage multiple priorities, work under pressure, and meet tight deadlines while maintaining accuracy and professionalism.

Technical Skills

• Full professional fluency in Arabic and English (written and spoken); business-standard drafting in both languages is essential.
• Advanced command of Microsoft Office 365; Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Working familiarity with ERP, document management systems, and Power BI dashboards.
• Working proficiency with AI productivity tools to support drafting, summarization, and document review.
• Solid business writing, minute-taking, and report consolidation capability.