Job Purpose

The Executive Assistant to the Manager provides high-level executive, administrative, coordination, and follow-up support to the Manager .

The position is responsible for ensuring that the Manager directives, decisions, priorities, meetings, and assigned actions are properly coordinated, documented, followed up, and completed by the responsible departments and managers.

The role requires strong understanding of industrial operations, contracting, projects, procurement, sales, finance, HR, and business development, with the ability to coordinate effectively across different functions and provide the Manager with accurate and timely information for decision-making.

The Executive Assistant acts as a key coordination point between the Manager and senior management, departments, project teams, factories, clients, suppliers, and other stakeholders.

Key ResponsibilitiesA. Manager Office Management

Manage and organize the Manager daily agenda, meetings, appointments, and priorities.
Prepare the Manager daily and weekly schedule.
Coordinate internal and external meetings.
Prepare meeting agendas, presentations, reports, and supporting documents.
Attend meetings when required and prepare accurate minutes of meeting (MOM).
Track all decisions and action items resulting from Manager meetings.
Maintain an executive follow-up tracker for all pending matters.
Ensure that urgent and high-priority matters are escalated to the Manager promptly.
Manage confidential correspondence and executive documents.
Prepare professional letters, memos, emails, and official communications on behalf of the Manager when required.

Executive Follow-Up & Coordination

Follow up on all Manager directives and instructions with the responsible departments and managers.
Maintain a centralized Manager Action Tracker showing:
Task / decision
Responsible person
Department
Date assigned
Deadline
Current status
Pending issues
Required Manager decision
Monitor deadlines and ensure timely completion of assigned actions.
Escalate overdue or critical actions to the Manager .
Coordinate between departments to resolve issues delaying Manager priorities.
Prepare weekly outstanding-action reports for the Manager .
Ensure that decisions made by the Manager are properly communicated to the concerned parties.

Industrial & Factory Coordination

The Executive Assistant shall support the Manager in monitoring the company's industrial activities and factory operations.

Responsibilities include:

Follow up on factory performance and operational priorities.
Coordinate with factory managers regarding production plans and critical issues.
Follow up on production orders and manufacturing commitments.
Monitor major production delays and bottlenecks.
Coordinate reports relating to:
Production
Sales
Inventory
Procurement
Maintenance
Quality
Factory costs
Delivery schedules
Follow up on new factory projects, expansions, and industrial development initiatives.
Prepare executive summaries for the Manager regarding factory performance.
Coordinate with industrial management on strategic initiatives and improvement plans.

Contracting & Projects Follow-Up

Follow up on major contracting projects and strategic projects assigned by the Manager .
Coordinate with Project Managers and Project Directors.
Monitor project status, milestones, delays, risks, and critical issues.
Follow up on:
Contracts
Purchase Orders
Subcontracts
Variations
Claims
Payments
Collections
Project completion
Prepare executive project status reports.
Escalate critical project issues to the Manager .
Coordinate meetings between the Manager and project stakeholders when required.

Commercial & Business Development Support

Follow up on strategic sales opportunities assigned by the Manager .
Coordinate with the Sales and Business Development departments.
Monitor major tenders and commercial opportunities.
Follow up on quotations, negotiations, awards, and contracts.
Prepare opportunity status reports for management.
Coordinate customer and client meetings.
Track strategic customers and key accounts.
Support the Manager in reviewing commercial proposals and major business opportunities.

Finance & Commercial Follow-Up

Coordinate with Finance regarding matters requiring Manager attention.
Follow up on major receivables and collections.
Monitor important customer payments.
Follow up on major supplier and subcontractor commitments.
Coordinate financial reports requested by the Manager .
Follow up on budgets, expenditures, and major financial commitments.
Escalate significant financial risks or overdue amounts.
Prepare executive-level financial summaries when requested.

Procurement & Supply Chain Coordination

Follow up on strategic procurement requirements.
Coordinate with Procurement regarding critical materials and equipment.
Monitor major purchase orders and delivery commitments.
Follow up on delayed materials affecting projects or factories.
Escalate supply chain risks to the Manager .
Coordinate with Procurement, Warehouse, Production, and Projects to resolve critical supply issues.

HR & Organizational Coordination

Coordinate with HR regarding matters assigned by the Manager .
Follow up on recruitment of key positions.
Monitor executive and management vacancies.
Follow up on organizational structure updates.
Coordinate performance review matters requiring Manager involvement.
Maintain confidentiality regarding employee and management matters.
Assist in preparing organizational and management reports.

Reports & Executive Dashboards

The Executive Assistant shall prepare and maintain executive reports including, but not limited to:

Daily Reports

Manager priority list
Critical pending matters
Urgent project issues
Important meetings and commitments

Weekly Reports

Manager action tracker
Project status
Factory / production status
Sales opportunities
Collections
Procurement critical items
HR critical matters

Monthly Reports

Executive performance summary
Strategic projects
Industrial / factory performance
Major contracts
Sales and business development
Financial commitments
Outstanding Manager decisions

Meeting Management

The Executive Assistant is responsible for ensuring that executive meetings are properly organized and followed up.

Responsibilities include:

Preparing meeting agendas.
Collecting documents before meetings.
Coordinating attendees.
Recording decisions and action items.
Issuing Minutes of Meeting.
Assigning responsibilities.
Setting deadlines.
Following up until completion.
Reporting overdue actions to the Manager .

No Manager meeting action should remain without an identified responsible person and deadline.

Manager Correspondence

Prepare and coordinate:

Official letters.
Internal memos.
Management instructions.
Customer correspondence.
Supplier correspondence.
Government correspondence.
Meeting invitations.
Executive emails.
Presentations.
Reports.
Management circulars.

All Manager communications must be professional, accurate, confidential, and properly documented.

Strategic Projects

Support the Manager in monitoring strategic initiatives such as:

New factories.
Factory expansions.
Industrial investments.
New business lines.
Major contracting opportunities.
Strategic partnerships.
Joint ventures.
Major tenders.
Government projects.
Key customer relationships.
Organizational development initiatives.

Document & Information Management

Maintain an organized executive filing system.
Maintain records of Manager decisions and approvals.
Maintain confidential documents.
Ensure important documents are easily retrievable.
Maintain version control for executive reports.
Ensure sensitive documents are shared only with authorized personnel.
Maintain an executive calendar and action database.

Authority & Escalation

The Executive Assistant does not independently approve financial, contractual, commercial, HR, or operational matters unless specifically authorized by the Manager .

However, the position is authorized to:

Request status updates from responsible managers.
Follow up on Manager instructions.
Request required reports.
Coordinate meetings.
Escalate overdue matters.
Remind responsible managers of deadlines.
Coordinate cross-functional actions on behalf of the Manager .

Any matter involving a significant financial, contractual, legal, or strategic decision must be escalated to the Manager .

Bachelor's degree in Business Administration, Industrial Management, Engineering, Management, or related field.
5–8 years of relevant experience, preferably in contracting, construction, manufacturing, industrial, or engineering companies.
Previous experience supporting a , General Manager, Managing Director, or senior executive is preferred.
Strong knowledge of business operations and management coordination.
Experience in project and executive follow-up is highly preferred.
Strong MS Office skills, particularly:
Excel
PowerPoint
Word
Outlook
Excellent report preparation skills.

Business Skills

Understanding of contracting operations.
Understanding of industrial and manufacturing operations.
Basic understanding of finance and commercial matters.
Understanding of procurement and supply chain.
Understanding of project management.

Communication Skills

Excellent Arabic communication skills.
Excellent English communication skills.
Professional business writing.
Strong presentation skills.
Ability to communicate with senior managers and external stakeholders.

Personal Skills

High confidentiality.
Strong attention to detail.
Proactive personality.
Strong organizational skills.
Ability to work under pressure.
Strong problem-solving skills.
Ability to manage multiple priorities.
High level of professionalism.

Preferred Experience

Preference will be given to candidates with experience in:

Contracting companies.
Industrial companies.
Manufacturing companies.
Construction projects.
Factory operations.
CEO / Executive Office.
Project management.
Business development.
Saudi private-sector companies.

Education:

Bachelor's (Required)

Experience:

adminstration: 7 years (Required)

Language:

English (Required)

Location:

Riyadh (Required)

Work Location: In person

Executive assistant

Visa & sponsorship

Job description