Executive Assistant Operations Manager

Position Summary

This role supports the CEO and executive office by keeping day-to-day operations organized, coordinating priorities, and ensuring follow-through on critical initiatives. It combines executive assistance with operational coordination, documentation management, and cross-team communication to help the business move efficiently and on time.

Key Responsibilities

• Handle the CEO’s calendar, meetings, travel arrangements, and professional correspondence.
• Draft meeting agendas, presentations, reports, and minutes, then track and close out action points.
• Coordinate projects across departments and keep an eye on deadlines, milestones, and deliverables.
• Maintain a structured digital document system for policies, SOPs, contracts, and operational records, including proper version tracking.
• Create and update KPI dashboards, project trackers, and executive-level reports.
• Serve as a communication bridge between leadership and internal teams.
• Support strategic company initiatives while maintaining strong administrative and operational standards.

Qualifications

• A bachelor’s degree in Business Administration, Management, Healthcare Administration, or a similar discipline is required.
• 3 to 5 years of relevant experience in executive support, business operations, project coordination, or administration is preferred.
• Strong computer proficiency is essential for success in this role.
• Expert-level Microsoft Excel ability is needed, including formulas, PivotTables, dashboards, charts, and data analysis.
• Advanced command of Microsoft Word and PowerPoint is expected for polished documents and presentations.
• Solid working knowledge of Google Workspace, including Docs, Sheets, Drive, Calendar, and Gmail, is required.
• Experience with Zoho tools such as CRM, WorkDrive, Projects, Books, Sign, and Forms is a strong advantage.
• Prior exposure to document control systems, digital filing structures, and version control processes is important.
• Excellent written and spoken English is required; Arabic is an added benefit.

Core Competencies

• Executive coordination and support
• Advanced Excel reporting and analysis
• Digital records and document control
• Project tracking and follow-up
• KPI dashboard management
• Strong organization and analytical thinking
• Effective time management and precision
• Discretion, confidentiality, and professionalism
• Clear communication with stakeholders

Key KPIs

• Executive action items are completed within the agreed timeline.
• Meeting minutes are shared within 24 hours.
• KPI dashboards and executive reports are accurate and delivered on time.
• Document control and version management standards are consistently followed.
• Projects and internal initiatives are completed on schedule.
• Leadership remains satisfied with the level of operational support provided.

Reporting Line

The role reports directly to the Managing Director and collaborates closely with all departments and Shared Services.