CEO Office Manager

We are partnering with a reputable Facility Management company in KSA, they are committed to providing exceptional Hard and Soft services to their esteemed clients across the kingdom.

They are looking for an experienced Office Manager to ensure the efficient day-to-day operations of the CEO's office while enhancing company procedures. The ideal candidate will support the smooth functioning of the office and provide high-level assistance to top management.

Main Responsibilities:

1. Executive Support:

• Maintain CEOs agenda and assist in planning appointments, board meetings, conferences, etc.
• Make travel arrangements for the CEO/Top Management.
• Handle confidential documents ensuring they remain secure.
• Provide high-level administrative support and assistance to the Executive Director and/or other leadership staff.
• Schedule and attend meetings on behalf of executives, taking notes and recording minutes.
• Draft letters, memos, invoices, reports, and other documents for senior staff.
• Receive incoming communication or memos on behalf of senior staff, determine importance, and distribute contents appropriately.
• Conduct research and prepare presentations or reports as assigned.
  
  
  

2. Meeting Management:

• Attend meetings and keep minutes.
• Schedule and attend meetings on behalf of executives, recording minutes and notes.
  
  
  

3. Communication & Correspondence:

• Receive and screen phone calls, redirecting them when appropriate.
• Handle and prioritize all outgoing or incoming correspondence (e-mails, letters, packages, etc.).
• Receive and summarize incoming communication for senior staff.
  
  
  

4. Administrative & Clerical Tasks:

• Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.
• Maintain electronic and paper records, ensuring information is organized and easily accessible.
• Ensure smooth office operations by improving company procedures and day-to-day activities.
  
  
  

5. Documentation & Records Management:

• Maintain electronic and paper records, ensuring information is organized and easily accessible.
• Handle confidential documents ensuring they remain secure.
  
  
  

Key Qualifications:

• Bachelors or Master degree in a related field.
• Proven experience in a similar administrative role.
• Experience in Facility Management industry is a plus.
• Proficient in MS Office and back-office software (e.g. ERP)
• In depth knowledge of office management and basic accounting functions.
• Arabic Speaker, with fluency in English.