Executive Assistant to Chief Executive Officer

Company: Takamul Technologies Location: Al-Khobar, Kingdom of Saudi Arabia Department: CEO Office Reports to: Chief Executive Officer Employment Type: Full-time ABOUT THE COMPANY Takamul Technologies is a Saudi enterprise digital transformation firm serving government and private-sector organizations across the Kingdom. It is the only homegrown Sitecore Gold Partner in Saudi Arabia. JOB PURPOSE The Executive Assistant provides comprehensive executive support to the Chief Executive Officer. The role ensures the effective management of the CEO's time, meetings, travel, and correspondence, and the timely follow-up of decisions and commitments. The position is a development role, with a defined career path to Senior Executive Assistant and Executive Business Partner, subject to performance. KEY RESPONSIBILITIES Meeting Preparation, Briefing and Follow-up • Prepare briefing packs before key meetings, including attendee profiles, background information, previous decisions, and open issues. • Brief the CEO before meetings, visits, and events, highlighting priorities and risks. • Record minutes, decisions, and action items, and distribute them to attendees within 24 hours. • Maintain the CEO's action log, follow up with responsible parties until closure, and escalate overdue items. • Prepare a weekly summary of open commitments and upcoming deadlines. Calendar and Meeting Management • Manage the CEO's calendar, prioritizing requests and resolving scheduling conflicts. • Arrange internal and external meetings, including venues, virtual meeting facilities, hospitality, and visitor access. • Coordinate logistics for recurring governance and committee meetings. Travel Management • Arrange business travel, including flights, accommodation, and ground transportation, in accordance with company policy. • Prepare detailed itineraries and supporting briefing materials for each trip. • Process visas and travel documentation, and track the validity of travel documents. • Process travel expense claims and reconciliations. Correspondence and Communications • Manage the CEO's correspondence, including prioritizing, drafting replies, and routing items to the responsible parties. • Draft letters, memoranda, presentations, and speeches in Arabic and English. • Proofread CEO communications to ensure accuracy and consistency with company standards. Stakeholder and Representation Support • Accompany the CEO to meetings, site visits, conferences, and official events. • Act as the point of contact for the offices of clients, government entities, and partners. • Organize official visits and events in accordance with government and corporate protocol. Office Administration and Information Management • Maintain organized, confidential, version-controlled records of CEO office documents. • Coordinate with office staff on administrative matters relating to the CEO office. MINIMUM REQUIREMENTS • Bachelor's degree in Business Administration, Management, Communications, or a related field. • At least 3 years of experience in executive or administrative support, including at least 2 years supporting a senior executive at C-level or director level. • Full professional proficiency in Arabic and English, written and spoken. • Demonstrated experience in calendar management, travel coordination, meeting preparation, and minute-taking. • Proficiency in Microsoft 365, Google Workspace, and virtual meeting platforms. • Availability for frequent domestic and international travel, and for extended working hours when required. • Demonstrated ability to handle confidential information with complete discretion. PREFERRED QUALIFICATIONS • Certified Administrative Professional (CAP) or an equivalent executive-assistant certification. • Experience in technology, consulting, or government-facing organizations. • Familiarity with Saudi government and corporate protocol. • Training in business writing, protocol, or project coordination. KEY COMPETENCIES • Professional presence and the ability to represent the CEO with senior stakeholders. • Strong analytical and summarizing skills. • Excellent organization, prioritization, and multitasking under pressure. • High attention to detail and accuracy. • Commitment, reliability, and a proactive approach to follow-up. • Developing business acumen. PERFORMANCE MEASURES Performance in this role will be assessed against defined indicators. These include the timely closure of action items, the timely distribution of minutes and briefing materials, the accuracy of the CEO's calendar and travel arrangements, and the quality of executive support as rated in quarterly reviews. Show more Show less

• Bachelor's degree in Business Administration, Management, Communications, or a related field. • At least 3 years of experience in executive or administrative support, including at least 2 years supporting a senior executive at C-level or director level. • Full professional proficiency in Arabic and English, written and spoken. • Demonstrated experience in calendar management, travel coordination, meeting preparation, and minute-taking. • Proficiency in Microsoft 365, Google Workspace, and virtual meeting platforms. • Availability for frequent domestic and international travel, and for extended working hours when required. • Demonstrated ability to handle confidential information with complete discretion.

• Meeting Preparation, Briefing and Follow-up: Prepare briefing packs, brief the CEO, record minutes and action items, maintain action log, weekly summary of open commitments. • Calendar and Meeting Management: Manage CEO calendar, arrange meetings, coordinate logistics for governance/committee meetings. • Travel Management: Arrange travel, prepare itineraries, process visas and travel documentation, track travel documents, process expense claims. • Correspondence and Communications: Manage CEO correspondence, draft replies, draft letters/memoranda/presentations/speeches in Arabic and English, proofread communications. • Stakeholder and Representation Support: Accompany CEO to meetings/events, act as point of contact for clients/government/partners, organize official visits/events per protocol. • Office Administration and Information Management: Maintain confidential records, coordinate administrative matters related to the CEO office.