Job Purpose
To provide high-level administrative, operational, and strategic support to a senior executive responsible for overseeing multiple companies within the group. The Executive Office Manager ensures seamless coordination of executive operations, stakeholder engagement, and follow-up across inter-company activities, while maintaining confidentiality and service excellence.
Key Responsibilities
1. Executive & Administrative Support
• Manage complex schedules, meeting coordination, and travel logistics across internal and external engagements.
• Handle incoming communications and inquiries with discretion, prioritizing and escalating as necessary.
• Draft and prepare executive reports, presentations, professional correspondence, and meeting documentation.
• Monitor and track deadlines, action items, and key deliverables.
2. Office & Workflow Management
• Oversee daily operations of the executive office to ensure a structured, organized, and responsive environment.
• Maintain secure systems for executive documentation, contracts, and confidential files.
• Ensure timely and efficient handling of all correspondence, records, and internal approvals.
3. Inter-Company Coordination
• Serve as a liaison between the executive office and cross-functional teams across the group.
• Consolidate operational reports, KPIs, and management updates from multiple departments and subsidiaries.
• Facilitate internal alignment and ensure prompt follow-through on multi-entity strategic actions.
4. Strategic & Project Support
• Support planning, execution, and tracking of special initiatives or executive-level projects.
• Conduct research, compile briefing materials, and assist with high-level reporting as required.
• Maintain dashboards, trackers, and internal systems for monitoring progress on delegated items.
5. Protocol & Executive Representation
• Organize internal and external visits, business meetings, and protocol-level engagements.
• Represent the executive office with professional conduct, confidentiality, and stakeholder sensitivity.
• Uphold the highest standards of administrative excellence and corporate image.
Required Qualifications
Education
• Bachelor’s degree in Business Administration, Management, or related discipline is required.
• Master’s degree is an advantage.
Experience
• 5–7 years of experience supporting C-level or senior executives in complex, multi-company settings.
• Proven ability to manage high-volume coordination, executive communication, and workflow control.
Skills & Competencies
• Bilingual fluency in English and Arabic (written and spoken).
• High integrity, discretion, and capacity to handle sensitive information.
• Excellent interpersonal and stakeholder management skills.
• Strong planning, multitasking, and time management capabilities.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Professional presentation and responsiveness under pressure.
Working Conditions
• May require extended hours based on executive schedule or business priorities.
• Occasional travel or site visits may be expected.
Flexibility Clause
This job description is intended to outline key responsibilities and may be adapted based on evolving business needs. Additional tasks may be assigned in alignment with the role’s scope, provided they remain consistent with the position’s level and purpose.