Sr. Specialist, CEO Office Affairs

About Cruise Saudi

Cruise Saudi is a 100% Public Investment Fund-owned company, established to develop and promote the cruise industry in the Kingdom of Saudi Arabia. As a key enabler of Saudi Arabia’s Vision 2030 tourism goals, Cruise Saudi is focused on creating a world-class cruise ecosystem—from port development and destination management to infrastructure and shore excursions. Headquartered in Jeddah, our company is pioneering the transformation of Saudi Arabia’s coastline into a premier global cruise destination, offering guests exceptional experiences rooted in the Kingdom’s rich culture, heritage, and natural beauty.

1. JOB PURPOSE

Provides high-level administrative support to the Chief Executive Officer (CEO) by managing the CEO's schedule, handling communications, and performing various administrative tasks. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.

2. RESPONSIBILITIES

Administration

• Administer the CEO's calendar, including scheduling meetings, appointments, and travel arrangements. Coordinate with internal stakeholders and external parties to ensure the CEO's schedule is optimized. Perform various administrative tasks, such as preparing documents, reports, and presentations for the CEO. Administer the CEO's travel arrangements, including booking flights, hotels, and ground transportation. Assist with expense reporting and reimbursement processes. Maintain the CEO's filing system and ensure the organized storage of confidential information.

Executive Communication and Stakeholder Management

• Prioritize and route communications to the CEO and other relevant parties as needed. Draft and review outgoing communications on behalf of the CEO, ensuring consistency and professionalism.

Confidentiality and Discretion

• Handle sensitive and confidential information with the utmost care and discretion. Maintain the privacy and security of the CEO's information and communications. Exercise sound judgment in dealing with sensitive matters and respond appropriately.

Business Meetings and Events Arrangement

• Arrange venues, equipment, catering, and travel for the CEO’s stakeholders as necessary to ensure the smooth running of the CEO’s events.

3. TASKS

• Coordinate and manage the CEO’s calendar, scheduling appointments, meetings, and events.
• Handle rescheduling and cancellations efficiently.
• Ensure the CEO is informed of daily commitments and priorities.
• Screen and manage phone calls, emails, and other correspondence for the CEO and the CEO’s Office.
• Draft, proofread, and edit documents, presentations, and reports as needed.
• Facilitate communication between the CEO and internal/external stakeholders.
• Prepare agendas, materials, and presentations for meetings chaired by the CEO.
• Record and distribute minutes of meetings.
• Ensure follow-up on action items from meetings.
• Arrange and coordinate travel plans for the CEO, including flights, accommodation, and transportation.
• Administer the CEO’s travel-related expenses and reimbursements as needed.
• Maintain and organize files, records, and documents for the executive office.
• Assist in planning and coordinating events hosted or attended by the CEO.
• Administer logistics for events, including venue selection and ordering of catering.
• Handle sensitive information with the utmost confidentiality and discretion.
• Maintain a high level of professionalism in all interactions.
• Assist the CEO with special projects as needed, providing research, coordination, and administrative support.
• Take on additional tasks and responsibilities as assigned by the CEO.

EDUCATION

A bachelor’s degree in business administration or any related discipline is required.

EXPERIENCE

Minimum of three to four years of experience in a relevant function.

BEHAVIORAL COMPETENCIES

• Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. For example, listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.
• Plans and prioritizes work to meet commitments aligned with organizational goals. For example, outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
• Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. For example, uses metrics and benchmarks to monitor accuracy and quality. Takes steps to make methods productive and efficient. Promptly and effectively addresses process breakdowns.

SKILLS

• Proficiency in office management tasks such as scheduling, filing, and record-keeping.
• Strong verbal and written communication skills to interact effectively with colleagues, superiors, and external parties.
• The capacity to collect, analyze, and interpret data to support decision-making within the business unit.