Executive Assistant

**KEY ACCOUNTABILITIES**

**1- Office Management**
- Manage the COO’s schedule, appointments, and meetings, ensuring effective time utilization and timely reminders
- Assist with document preparation, presentation creation, and other administrative tasks as required
- Prepare reports, conduct research, gather information, and create briefs on various topics to support the COO’s decision-making process
- Create agenda for the committee members for the management meeting
- Take minutes of meeting for weekly management meeting.
- Report weekly management minutes to all the managers, and ensure closure of minutes through stakeholder engagement
- Translate required documents and interpret spoken conversations if needed
- Assist in documentation, archiving works and filing.
- Reserve flight tickets and hotels.
- Conduct all kinds of correspondence and business writings
- Contact (send and receive official correspondence) with external authorities
- Prepare and send weekly KPI report.

**2- Communication and Liaison**
- Act as a liaison between the COO P&T and internal departments, external partners, clients, and other stakeholders
- Cultivate positive working relationships with individuals at all levels, representing the COO P&T in a professional and courteous manner

**3- Event Coordination**
- Assist in organizing and coordinating meetings, conferences, and events, including logistics, scheduling, and material preparation.
- Support in hosting guests and clients, ensuring their comfort and needs are met during visits

**4- Project Management**:

- Assist the COO P&T in managing business projects, including tracking deadlines, deliverables, and progress. Engage in project to collaborate teams in delivering results
- Coordinate with project teams to ensure the COO P&T is updated on project statuses and key issues.

**5- Executive Support**:

- Track, manage, and report on all expenses around the executive budget
- Attend executive meetings and deliver progress reports to COO P&T and senior management team.
- Assess inquiries directed to the Country Manager, determine the proper course of action, and delegate to the appropriate individual to manage.
- Plan office layout develops and controls office budget, and initiates cost reduction programs.
- Assist with special projects and ad-hoc tasks as needed, demonstrating a proactive and flexible.

**QUALIFICATIONS, EXPERIENCE AND SKILLS**

**Qualification & Experience**:

- Bachelor’s degree, prefer: Business or related field
- Prefer MBA and PMP Certificates
- Proven experience as an Executive Personal Assistant or similar administrative role, preferably in the port and terminal industry.
- Desirable to have experience in consulting

**Skills and Abilities**:

- Excellent written and verbal communication skills in English and Arabic
- Exceptional organizational and time management skills with the ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
- Excellent organizational and time-management skills.
- Strong written and verbal communication abilities.
- Proficiency in office software (e.g., MS Office Suite).
- Ability to multitask and prioritize tasks effectively.
- High level of discretion and professionalism.
- Familiarity with the port and terminal industry is a plus.
- Keen attention to detail and accuracy
- Ability to anticipate needs and take initiative
- Comfortable working in a fast-paced and dynamic environment.
- Collaborative and able to work well with others