Executive-Assistant

Role Overview

Executive Assistant at Ejon, providing high-level administrative, coordination, and executive support to the Managing Director and leadership team in the logistics business.

Role Purpose

Provide high-level administrative, coordination, and executive support to the Managing Director and leadership team, ensuring effective diary management, timely communication, accurate documentation, and disciplined follow-up on strategic and operational priorities across the logistics business.

Key Responsibilities

Calendar & Meeting Management

• Manage and coordinate the Managing Director's calendar, appointments, meetings, travel arrangements, and business commitments, ensuring accuracy, efficiency, and confidentiality.
• Prioritize executive schedules and competing business requirements to ensure effective time management and alignment with organizational priorities.
• Organize and coordinate executive meetings, leadership sessions, business reviews, and external appointments, including scheduling, logistics, and preparation of required materials.

Documentation & Communications

• Prepare professional meeting agendas, briefing documents, presentations, meeting minutes, and action trackers to support effective executive decision-making.
• Draft, review, and coordinate executive correspondence, reports, presentations, and official communications while maintaining accuracy and professionalism.
• Screen, prioritize, and manage incoming correspondence, meeting requests, telephone calls, and communications, escalating urgent or sensitive matters appropriately.
• Maintain accurate and auditable records of executive correspondence, approvals, decisions, and business-critical documentation.

Action & Follow-up

• Monitor and follow up on action items, management decisions, and executive commitments, ensuring timely updates and closure by responsible stakeholders.
• Prove ability to coordinate meetings, monitor action items, follow up on executive decisions, and maintain accurate tracking records.

Stakeholder Coordination

• Act as a central coordination point between the Managing Director, leadership team, business functions, Human Resources, and external stakeholders.
• Facilitate timely communication and information exchange between executive leadership and relevant departments to support operational alignment and business priorities.
• Coordinate with external partners, visitors, and service providers to ensure professional scheduling, appropriate protocol, and seamless executive engagement.

Travel & Expense Management

• Coordinate executive travel arrangements, accommodation, business visits, and related logistics while ensuring cost efficiency and compliance with approved budgets.
• Prepare, process, and monitor executive expense reports, reimbursements, and administrative expenditures, ensuring accuracy, timely submission, and adherence to financial policies.
• Monitor administrative budgets, travel expenses, event costs, and office-related expenditures to support effective financial control.

Records & Confidentiality

• Maintain secure electronic and physical filing systems for confidential documents, sensitive correspondence, and business-critical records.
• Ensure strict confidentiality, discretion, and appropriate handling of sensitive executive, commercial, and organizational information.

Events & Special Projects

• Support leadership meetings, board-related activities, executive visits, corporate events, and special projects as assigned.

Process Improvement

• Identify and implement improvements to executive office workflows through digital tools, standardized templates, tracking systems, and automated reminders.
• Support continuous improvement in administrative efficiency, document control, information accessibility, and executive office service quality.

Qualifications & Experience

• Bachelor's degree in Business Administration, Management, English, or a related field.
• Minimum 5 years of relevant administrative or executive support experience, including at least 2 years supporting senior executives.
• Proven experience in executive calendar management, meeting coordination, travel arrangements, and administrative support for senior leadership.
• Strong experience in preparing executive correspondence, presentations, meeting agendas, minutes, reports, and briefing materials.
• Experience in managing executive travel, expense reporting, reimbursement processes, and administrative budget controls.
• Professional certifications in Office Administration, Executive Assistance, or a related discipline are preferred.

Skills & Competencies

• Advanced organizational, planning, and prioritization skills, with the ability to manage multiple assignments and competing deadlines.
• Excellent written and verbal communication skills in both English and Arabic.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, as well as digital collaboration tools.
• Demonstrated ability to manage confidential information with professionalism, discretion, integrity, and sound judgment.
• Strong stakeholder management and interpersonal skills, with the ability to communicate effectively with senior executives, internal departments, and external business partners.
• Excellent attention to detail, accuracy, and document management capabilities.
• Strong knowledge of executive office administration, business correspondence, document control, and records management practices.
• Strong problem-solving and decision-making skills, with the ability to anticipate executive needs and respond proactively to changing priorities.
• Strong customer service orientation and professional communication skills when interacting with visitors, stakeholders, and business partners.
• Ability to work independently, exercise initiative, and maintain high standards of professionalism in a fast-paced executive environment.
• Strong time management, multitasking, and adaptability skills, with the ability to perform effectively under pressure.
• Familiarity with digital productivity tools, workflow automation, electronic filing systems, and administrative process improvement.
• Advanced planning, organizational, and communication capabilities, with a commitment to accuracy, responsiveness, and service excellence.