Executive Assistant For CEO

Full-time — On-siteWe are looking for a highly organized, proactive, and professional Business Manager & Executive Assistant to the CEO to work directly with the CEO and support daily business operations, travel coordination, meetings, executive follow-ups, and communication with companies, factories, suppliers, and external stakeholders.This is not a traditional secretary or administrative assistant role.

It is a practical and executive-level support role that requires initiative, confidentiality, fast execution, strong follow-up skills, and the ability to manage details until tasks are completed.The ideal candidate should be able to think ahead, organize, remind, follow up, travel for business, and deal professionally with sensitive information and different internal and external parties.Role NatureThe candidate will directly support the CEO in managing daily business matters, organizing time, setting priorities, following up on decisions, coordinating travel, attending selected meetings, communicating with companies and factories, preparing reports, and tracking tasks until completion.This is an on-site role that requires direct communication with the CEO.

It is not a remote or online-only position.

Key Responsibilities

1. CEO Daily Business ManagementOrganize the CEO’s daily and weekly schedule.Prioritize tasks based on importance and urgency.Follow up on meetings, appointments, and daily commitments.Prepare a daily brief including the day’s schedule, key tasks, follow-ups, and decisions required.Prepare a short end-of-day review covering completed items and pending matters.

2.

Executive Follow-up & Task CompletionFollow up on tasks assigned to employees, suppliers, companies, factories, or external parties.Ensure decisions and instructions are executed on time.Maintain a clear tracking system for open tasks, responsible persons, and deadlines.Alert the CEO about delayed tasks or matters that require a decision.Ensure that important matters are followed up until they are properly closed.

3.

Meetings & Meeting NotesArrange meetings, prepare agendas and required documents, and attend meetings when needed.Document key decisions, action items, responsible persons, and deadlines, then follow up on execution.

4.

Business TravelArrange flight bookings, hotels, transportation, and restaurant reservations.Prepare complete travel itineraries including flights, meetings, company or factory visits, transfers, and rest time.Follow up on visas, travel documents, booking confirmations, arrival times, and departure times.Coordinate with hotels, drivers, restaurants, companies, factories, and event organizers before and during the trip.Ensure that each business trip runs smoothly and that all appointments and commitments are clear and organized.

5.

Coordination with Companies, Factories & SuppliersCommunicate with local and international companies and factories based on the CEO’s instructions.Arrange meetings, visits, calls, and follow-ups.Track quotations, contracts, files, documents, and pending requirements.Prepare short comparison summaries between available options.Support smooth communication between the CEO and external business contacts to ensure fast execution.

6.

Email, Communication & DocumentationMonitor important emails and messages, and draft or review professional emails in Arabic and English.Follow up on replies and organize important correspondence and files with clients, suppliers, companies, factories, hotels, and restaurants.

7.

Reports, Research & PreparationPrepare short and clear reports to support the CEO’s decision-making.Research companies, suppliers, factories, hotels, restaurants, travel destinations, or business opportunities as needed.Prepare presentations and executive summaries.Organize data using Excel or Google Sheets.Prepare brief files before meetings or trips containing the key information needed.

8. AI Tools & ProductivityUse AI tools such as ChatGPT, Claude, Gemini, and similar platforms for research, summarizing, drafting, comparison, and organizing information.Write clear prompts to obtain practical and useful outputs.Review AI-generated content and verify its accuracy before using it.Use AI tools to prepare travel itineraries, summarize meetings, draft emails, prepare reports, and analyze options.Create reusable templates for recurring tasks such as follow-up reports, meeting notes, travel checklists, and email drafts.Use productivity and task management tools such as Google Workspace, Microsoft Office, Notion, Trello, Asana, or similar platforms.

9.

Confidentiality & Professional RepresentationHandle personal and business information with full confidentiality.Represent the CEO and the company professionally in front of external parties.Act with tact, intelligence, and professionalism in different situations.Maintain a high level of respect, commitment, and professional appearance. it.Benefits & OfferCompetitive monthly salary based on experience and capability.Commissions on successful deals based on the nature of the deal and the candidate’s role in it.Additional bonuses and incentives for strong performance or successful deal completion.Direct work with the CEO.Opportunity to gain strong experience in business management, travel coordination, negotiations, factory and company coordination, and deal follow-up.Potential to grow into a larger management or operations role based on performance.

3 to 7 years of experience in a similar role, such as Executive Assistant, Personal Assistant, Business Manager, Office Manager, or Operations Coordinator.Previous experience working directly with business owners, founders, or CEOs.Excellent written and spoken Arabic and English.Strong organization, follow-up, time management, and prioritization skills.Experience coordinating travel, hotels, restaurants, meetings, and travel itineraries.Ability to communicate professionally with companies, factories, suppliers, clients, and hotels.Good knowledge of AI tools and their use in daily work.Responsible, accurate, fast-learning, and flexible personality.Ability to work under pressure and manage multiple matters at the same time.High level of confidentiality and professionalism.Strong judgment, reliability, and accountability.Ability to work independently and complete tasks with minimal supervision.Capable of following instructions accurately while proactively anticipating needs.