Executive Assistant

1 day ago

Amman, Amman, Jordan Khibraty Full time

Overview: 

The Executive Assistant & Office Manager will provide strategic and operational support to the CO-CEO of a regional industrial group. This hybrid role combines high-level executive assistance with the efficient management of office operations to ensure seamless coordination of administrative functions. The ideal candidate is highly organized, proactive, and capable of multitasking in a dynamic industrial environment.

Requirements

Key Responsibilities 

Executive Support Duties 

  • Schedule Management: Organize the CO_CEO's calendar, plan meetings, and coordinate travel arrangements for subsidiaries, client visits, trade shows, industry events, and board meetings.
  • Communication Management: Act as the primary liaison, managing correspondence (emails, calls, and documents) to ensure timely and professional responses. 
  • Presentation & Reporting: Prepare and edit presentations, reports, and marketing proposals.
  • Meeting Coordination & Minutes: Arrange meetings, prepare agendas, and take detailed and accurate minutes for follow-up actions and documentation. 
  • Project Coordination: Track and oversee deadlines, sales initiatives, and marketing campaigns to ensure timely execution. 
  • Event Logistics: Organize logistics for board meetings, conferences, client meetings, product launches, and promotional events. This includes Hotels, Airlines, rental cars, restaurants and events venues bookings. 

Office Operations Duties

  • Workspace Management: Ensure office supplies, equipment, and facilities support the productivity of the CO-CEO team. 
  • Budget & Procurement: Manage office and marketing budgets, vendor contracts, and procurement of marketing materials and supplies. 
  • Logistics Coordination: Oversee shipments and deliveries of promotional materials, product samples, and marketing assets. 
  • Policy Compliance: Ensure adherence to workplace policies, health and safety standards, and industrial regulations. 
  • Process Optimization: Identify inefficiencies and recommend improvements to office systems, workflows, and communication. 
  • Team Support: Provide administrative support to CO-CEO teams, including scheduling, resource allocation, and task follow-ups. 

Qualifications 

Education & Experience: 

  • Bachelor's degree in business administration, marketing, or a related field (preferred). 
  • 10+ years of experience in a combined administrative, personal assistant, or office management role. 

Skills & Competencies: 

  • Exceptional organizational and multitasking skills. 
  • Excellent English language skills, both written and spoken. Other languages are welcomed. 
  • High experience in online bookings for Airlines, Hotels, and events venues. 
  • Strong communication abilities, both written and verbal, with a professional demeanor. 
  • Proficiency in office tools (e.g., MS Office, scheduling software). 
  • Basic understanding of sales and marketing processes and reporting. 
  • Experience in managing budgets and vendor relationships. 
  • Strong problem-solving and decision-making skills, with a proactive approach to challenges. 

Additional Requirements:

  • High level of discretion and confidentiality. 
  • Flexibility to manage occasional after-hours tasks during campaigns or events.
  • A valid driver's license and ability to travel or assist with fieldwork as needed. 
  • Ability to travel between Syria, Jordan and Egypt. A foreign passport to facilitate travel is a plus.

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