Executive Assistant

Job description / Role

Description

Purpose

The executive assistant provides high-level strategic and administrative support to the executive director of the strategic assets department and the strategic assets team. The executive assistant of the department is responsible for ensuring the efficient operation of the office by providing effective administrative support and professional secretarial services.

Core responsibilities

Responsibilities and duties

• Arrange and manage calendars, meetings, travel, and event planning for the executive director; ensure effective schedule management.
• Act as the first point of contact for internal and external stakeholders, ensuring professional and efficient communication.
• Prioritize correspondence addressed to the executive director, referring issues and inquiries to relevant personnel at EIA for information, response, or follow-up, ensuring specific issues receive immediate attention.
• Deal with incoming email and letters, often corresponding on behalf of the executive director.
• Support the departmental efforts in nomination and onboarding process of non-executive board members and ensure adherence to governance frameworks.
• Organize and maintain structured files, online records, and governance documentation for quick retrieval and audit readiness.
• Support the strategic assets department in streamlining data structure of documents and filings.
• Develop and implement process improvements to enhance operational efficiency and administrative workflows.
• Maintain the budget/accounts for the department ensuring accuracy.
• Write and keep custody of minutes of strategic assets department meetings and follow up on all action items.
• Oversee coordination of department-related events, workshops, and stakeholder meetings.
• Produce documents, briefing papers, reports, and presentations.
• Organize and attend meetings, ensuring the executive director is well prepared.
• Carry out specific projects and research.
• Support the team and any projects or establishments that come under the department.
• Perform other duties as assigned by line manager.
• Draft external communications in English and Arabic.
• Translate documents.
• Cover the CEO office as required.
• Maintain online records and systems as required.

Requirements

Qualifications & experience

Education

High school diploma required; bachelors degree preferred in business administration, corporate governance, or a related field.

Experience

Minimum 7 years of administrative experience, including at least 3 years supporting senior executives or board-level activities. Proven ability to handle board documentation and governance-related tasks. Bilingual skills fluent in English and Arabic are required for stakeholder communication.

Technical & functional skills

Strong problem-solving skills (hypothesis-driven thinking, analytical, quantitative, conceptual skills). Excellent interpersonal and communication skills (oral, written, presenting). Flexibility to work and interest in working across sectors when required.

Behavioural competencies

Radiate positive energy and enthusiasm with a can-do mentality. Drive to achieve, goal and results oriented. Ownership and responsibility for all work activities and personal actions.