Job details

Executive Assistant & Office Manager to the CEO

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.

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.

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.

Average salary estimate

$90000 / YEARLY (est.)

min

max

$80000K

$100000K

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What You Should Know About Executive Assistant & Office Manager to the CEO, Khibraty

Are you looking for an exciting opportunity as an Executive Assistant & Office Manager to the CEO? Join a vibrant regional industrial group where you'll play a pivotal role in ensuring the smooth operation of the CEO's office. In this hybrid position, you’ll be the right hand of the CO-CEO, providing both high-level executive support and managing daily office operations. Your organizational skills will be put to the test as you manage the CEO's busy calendar, coordinate travel plans, and act as the communication hub for internal and external stakeholders. Imagine preparing influential presentations and organizing critical meetings, ensuring that every detail is accounted for. You'll also take charge of project coordination to keep initiatives on track and event logistics to create memorable engagements. This role requires a proactive problem solver who can identify inefficiencies and suggest improvements. If you have 10+ years of relevant experience and hold a degree in business administration or a related field, your expertise will shine here. Your exceptional communication skills and proficiency in office tools will help you connect and collaborate effectively. Plus, your flexibility and discretion are key, given the dynamic nature of this position. If you’re ready to step into a role that blends executive assistance and office management, we can’t wait to see how you’ll contribute to our team!

Frequently Asked Questions (FAQs) for Executive Assistant & Office Manager to the CEO Role at Khibraty

What are the main responsibilities of the Executive Assistant & Office Manager to the CEO at a regional industrial group?

The Executive Assistant & Office Manager to the CEO plays a crucial role in managing the CO-CEO's schedule, coordinating travel, and overseeing communication. This includes preparing presentations, organizing meetings, and tracking project deadlines. You'll also handle logistics for events and ensure efficient office operations by managing supplies and office budgeting.