Executive Assistant to CEO

Company Description

Job Description

The Executive Assistant to the CEO will serve as a strategic partner and trusted advisor to our CEO, supporting the leadership of our central shared services organization. This role demands exceptional organizational skills, proactive problem-solving abilities, and absolute discretion in managing sensitive information across multiple business entities. The ideal candidate will anticipate needs, streamline operations, and enable the CEO to focus on high-impact strategic initiatives as we build institutional capacity across legal, compliance, HR, finance, strategy, and governance functions.

Executive Support & Calendar Management

• Proactively manage the CEO's complex calendar, prioritizing commitments across multiple stakeholder entities and optimizing time allocation for strategic priorities
• Coordinate high-level meetings with internal business units, external stakeholders, investors, partners, joint venture entities, and government officials
• Prepare comprehensive meeting briefs, agendas, and post-meeting action items with follow-up tracking across service delivery functions

Strategic Communication Management

• Act as the primary gatekeeper for all communications, screening and prioritizing emails, calls, and correspondence from various business entities and stakeholders
• Draft and edit communications on behalf of the CEO, ensuring accuracy and appropriate tone for institutional audiences
• Facilitate information flow between the CEO, shared services teams (legal, HR, finance, compliance, strategy), and partner entities

Research & Strategic Support

• Conduct in-depth research and analysis to support executive decision-making on shared services delivery, resource allocation, and organizational capacity
• Develop high-quality presentations, reports, and briefing materials for steering committee meetings, board presentations, and stakeholder updates
• Track and monitor key projects, service level agreements, and deliverables across multiple partner entities and business unitsAdministrative Excellence
• Maintain comprehensive digital and physical filing systems with meticulous attention to security, compliance, and confidentiality across multi-entity operations
• Process expense reports, track budgets, and assist with financial documentation related to shared services delivery
• Coordinate with legal, compliance, audit, tax, and HR teams on administrative requirements and service request tracking

Travel & Logistics Coordination

• Research and compare multiple travel options (minimum 3 providers) to optimize cost and efficiency
• Arrange complex domestic and international travel itineraries with contingency planning
• Manage accommodation, ground transportation, and event logistics for executive engagements

Technology & Systems Management

• Maintain advanced proficiency in productivity tools including Notion, Slack, ChatGPT, HubSpot, and Microsoft Office Suite
• Provide basic IT support for account setup, application troubleshooting, and device configuration
• Assist in implementing workflow optimization tools to enhance service delivery efficiency across shared services functions

Stakeholder & Relationship Management

• Build and maintain professional relationships with leaders across partner entities, external advisors, vendors, and service providers
• Coordinate with cross-functional shared services teams to ensure seamless execution of service delivery initiatives
• Serve as a liaison between the CEO and stakeholders across multiple business units, representing the organization with professionalism

Service Delivery Support

• Assist in monitoring service request tracking systems and prioritization across partner entities
• Support coordination of steering committee meetings focused on capacity planning and resource allocation
• Help facilitate communication between shared services functions (legal, HR, finance, compliance, strategy) and business units

Job Qualifications

Experience

• 5-8 years of progressive experience as an Executive Assistant supporting C-suite executives in fast- paced, high-pressure environments
• Proven track record working with demanding executives who require proactive, anticipatory support
• Experience in family offices, shared services organizations, private equity, investment banking, or professional services preferred
• Exposure to multi-entity organizational structures is highly advantageous

Education

• Bachelor's degree in Business Administration, Communications, or related field required• Certifications in executive assistance, project management (PMP, CAPM), or office management (CAP) are advantageous

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and Google Workspace
• Experience with collaboration tools: Notion, Slack, project management platforms
• Familiarity with AI tools (ChatGPT, productivity automation)
• Basic IT troubleshooting and system configuration capabilities

Core Competencies

• Organizational Excellence: Ability to manage multiple complex priorities simultaneously across various business entities with precision and attention to detail
• Proactive Problem-Solving: Anticipate challenges and provide solutions before issues escalate across shared services delivery
• Discretion & Confidentiality: Absolute integrity in handling privileged information across multiple entities and sensitive commercial matters
• Communication Mastery: Exceptional written and verbal communication skills in English; Arabic proficiency is a strong plus
• Adaptability: Thrive in dynamic environments with shifting priorities and urgent demands across multiple stakeholders
• Cultural Intelligence: Understanding of Saudi business culture, family office operations, and Vision 2030 initiatives

Personal Attributes

• Proactive & Anticipatory: Ability to think ahead and prepare for the CEO's needs before being asked
• Resourceful: Creative problem-solver who finds solutions independently across multi-entity challenges
• Professional Maturity: Calm under pressure with sound judgment in high-stakes situations
• Collaborative Spirit: Team player who builds positive relationships across all organizational levels and entities
• Continuous Learner: Committed to professional development and staying current with best practices
• Alignment with Our Values: Meritocracy - Ethics - Responsibility - Collaboration - Impact