Executive Assistant

Job Purpose The Executive Secretary plays a pivotal role in ensuring the efficient functioning of the executive office and provides high-level administrative support to the CEO of Dammam Airport Company. This role requires a highly organized individual with exceptional communication skills, a strong sense of discretion, and the ability to handle multiple tasks in a fast-paced environment and it involves managing executive schedules, handling correspondence, coordinating meetings, and performing various administrative tasks to ensure the smooth operation of the executive office.

3. Position Accountability Description Strategic Support & Scheduling

Manage the agenda and strategic planning for the CEO, including detailed management of the CEO’s calendar, prioritizing tasks and ad-hoc requests to optimize the CEO's time and ensure alignment with organizational goals.

Coordinate and schedule all meetings, conferences, and appointments for the CEO, ensuring comprehensive arrangements and logistics are in place to facilitate seamless operations.

Schedule CEO’s appointments and ensure the attendance of all required stakeholders, confirming that all relevant parties are informed, and their availability is secured well in advance.

Manage logistics for all meetings involving the CEO, including hotel bookings, transportation arrangements, and attending to visitors and VIP guests, ensuring a professional and smooth experience.

Support in preparing and following up on meetings, setting up workshops, and organizing board agendas, ensuring all necessary materials, documents, and information are provided timely.

Draft, proofread, and edit correspondence, reports, and presentations to ensure clarity and professionalism.

Handle incoming and outgoing communications, prioritizing and responding as needed.

Handle phone calls, emails, and other communications on behalf of the executive, responding to or redirecting inquiries as appropriate.

Communication & Correspondence Management

Define and implement comprehensive correspondence management frameworks, processes, and policies for the CEO’s office, ensuring efficient and effective handling of all communications.

Segment correspondence based on criteria such as importance, priority, and ownership, and distribute accordingly to ensure timely and appropriate action by relevant parties.

Manage all incoming correspondence by efficiently receiving, sorting, storing, and distributing it to the relevant stakeholders, ensuring no critical communication is missed.

Manage all outgoing correspondence by accurately identifying recipients, preparing necessary documents, and ensuring timely delivery to maintain effective communication channels.

Direct all correspondence to the relevant stakeholders for review, response, or action, ensuring that communications are handled appropriately and in a timely manner.

Develop and implement robust protocol management practices to ensure all interactions, events, and communications adhere to established protocols and standards.

Event Management & Protocol

Organize and oversee events, meetings, and ceremonies involving the CEO or other high-ranking executives, managing logistics, guest lists, invitations, seating arrangements, and adherence to protocols.

Handle matters related to international diplomacy and relations, ensuring all interactions and communications are conducted with cultural sensitivity and respect to maintain positive relationships.

Communicate protocol guidelines to executives and staff, providing training on diplomatic and business etiquette, cross-cultural communication, and protocol rules to ensure compliance with national and foreign customs.

Administrative Support & Documentation

Act as a primary liaison between the CEO and other members of the executive team, facilitating clear and efficient communication to ensure alignment and collaboration.

Monitor the CEO’s email and other communication channels, ensuring that all messages are appropriately prioritized, flagged for follow-up, and addressed in a timely manner.

Prepare comprehensive briefing materials for the CEO’s meetings, including background information, agendas, talking points, and other relevant documents to ensure the CEO is well-informed and prepared.

Track and follow up on action items from meetings and correspondence, ensuring that all commitments, tasks, and deadlines are met, and that progress is communicated to relevant stakeholders.

Maintain detailed and comprehensive records of all meetings, correspondence, and events involving the CEO, ensuring that all documentation is accurate, complete, and securely stored for future reference and audit purposes.

Develop and maintain efficient filing systems for electronic and paper documents.

Ensure the confidentiality and security of sensitive information.

Process and manage expense reports, invoices, and purchase orders.

Track and reconcile financial transactions related to the executive office.

Conduct research and compile data for reports, presentations, and strategic initiatives.

Provide insights and recommendations based on findings.

Confidentiality and Compliance :

Exercise discretion in managing confidential information and communications. Ensure adherence to privacy and data protection regulations.

Ensure compliance with company policies and procedures, particularly regarding document handling and data protection.

Office Management :

Oversee CEO office supplies and equipment, ensuring adequate inventory levels and coordinating maintenance and repairs as needed.

Identify opportunities for enhancing administrative processes and implement improvements to increase efficiency and effectiveness.

Project and Strategic Support :

Assist with the monitoring of special projects. Track project timelines, milestones, and deliverables, ensuring alignment with strategic objectives.

Support in implementation of strategic initiatives.

Coordinate with various departments to ensure effective execution and follow-up on strategic projects.

Stakeholder Liaison :

Act as a liaison between the executive and internal teams. Facilitate communication, coordinate efforts, and ensure alignment on key initiatives and projects.

Manage interactions with external stakeholders, including clients, vendors, and partners. Represent the executive office with professionalism and courtesy.

Innovation and Continuous Improvement

Continuously benchmark asset management practices against industry standards, adopting improvements to enhance performance and maintain DACO's competitive edge.

Implement and monitor process improvements by analysing current practices, identifying inefficiencies, and applying best practices to enhance productivity and reduce costs.

Explore and adopt new technologies and tools that can improve asset lifecycle management, keeping the team at the forefront of innovation and efficiency.

Foster a high-performance culture by striving for excellence and encouraging peers, contributing to the overall success and continuous improvement of the team.

Team Collaboration and Continuous Learning

Work collaboratively with team members by sharing knowledge, providing support, and actively participating in team activities to foster a positive and productive work environment.

Engage in continuous learning by seeking feedback, attending training sessions, and staying updated on industry trends to enhance personal skills and professional growth.

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