Executive Assistant Manager

Roles and responsibilities

1. Administrative Support

• Calendar Management: Manage the General Manager's schedule, including appointments, meetings, and travel arrangements, ensuring effective time management.
• Documentation: Prepare and edit correspondence, reports, presentations, and other documents for the General Manager, ensuring accuracy and professionalism.
• Record Keeping: Maintain organized filing systems for documents and correspondence, ensuring confidentiality and easy retrieval of information.

2. Communication Facilitation

• Liaison Role: Serve as the primary point of contact between the General Manager and internal/external stakeholders, including staff, clients, and suppliers.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.

3. Project Management

• Task Coordination: Assist in the planning and execution of special projects and initiatives as directed by the General Manager, tracking progress and deadlines.
• Reporting: Prepare reports and summaries on project status, departmental activities, and key performance indicators.

4. Operational Support

• Office Management: Oversee daily office operations, ensuring that all administrative functions run smoothly and efficiently.
• Supplies Management: Manage office supplies inventory, ordering and restocking as necessary to maintain operational efficiency.

5. Financial Administration

• Expense Reporting: Assist with preparing and submitting expense reports for the General Manager, ensuring compliance with company policies.
• Budget Tracking: Help monitor departmental budgets and financial performance, providing support in financial analysis as needed.

6. Confidentiality and Discretion

• Sensitive Information: Handle sensitive and confidential information with discretion and professionalism, maintaining the trust of the General Manager and the organization.
• Privacy Protection: Ensure that all communications and documentation adhere to privacy and confidentiality standards.

7. Relationship Management

• Stakeholder Engagement: Build and maintain relationships with key stakeholders, representing the General Manager and the organization positively.
• Conflict Resolution: Address and resolve conflicts or issues that arise within the organization or with external partners, escalating as necessary.

8. Event Coordination

• Event Planning: Assist in planning and coordinating events, meetings, and conferences, ensuring all logistics are handled effectively.
• Travel Arrangements: Organize travel itineraries, accommodations, and transportation for the General Manager and other executives as needed.

9. Team Collaboration

• Support Teams: Collaborate with other departments and teams to facilitate communication and coordination of activities related to the General Manager’s initiatives.
• Cross-Functional Projects: Participate in cross-functional teams as required, contributing administrative support and insights.

10. Continuous Improvement

• Process Enhancement: Identify areas for improvement in administrative processes and propose solutions to enhance efficiency.
• Professional Development: Stay updated on industry trends and best practices, seeking opportunities for personal and professional growth.

Desired candidate profile

1. Educational Background

• Degree in Business Administration or Related Field: A Bachelor’s degree in Business Administration, Management, or a related discipline is preferred.
• Professional Development: Additional certifications in office management, project management, or administrative support can be advantageous.

2. Experience

• Executive Support Experience: 3-5 years of experience in an executive assistant role or similar administrative position, preferably within a corporate or hospitality setting.
• Familiarity with Organizational Structures: Understanding of organizational operations and hierarchies, particularly in the Saudi market.

3. Key Skills

• Organizational Skills: Strong organizational skills with the ability to manage multiple priorities and deadlines effectively.
• Communication Skills: Excellent verbal and written communication skills in both Arabic and English, facilitating clear interactions with diverse stakeholders.
• Interpersonal Skills: Strong interpersonal skills, with the ability to build relationships and interact positively with team members and external contacts.

4. Technical Proficiency

• Office Software: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other productivity software.
• Information Management: Experience with database management, document management systems, and other office technologies.

5. Problem-Solving Abilities

• Critical Thinking: Strong analytical and problem-solving skills, capable of addressing challenges efficiently and effectively.
• Adaptability: Ability to adapt to changing circumstances and respond to unexpected issues with a calm and composed demeanor.

6. Attention to Detail

• Accuracy: High attention to detail in document preparation, scheduling, and project management to ensure accuracy and professionalism.
• Quality Control: Commitment to maintaining high standards in all administrative tasks and deliverables.