CEO Office Manager & Coordinator

CEO Office Manager & General CoordinatorCompany: Ayla Integrated Facilities Management Co. – PAB Group for InvestmentLocation: Amman, JordanEmployment Type: Full-time | On-siteCompany DescriptionAyla Integrated Facilities Management Co., part of PAB Group for Investment, is a provider of integrated facilities management, consulting, and sustainable business solutions, with operations in Jordan and the Kingdom of Bahrain.The company delivers professional services across multiple sectors, including facility maintenance, hygienic cleaning, waste management, operational support, and customized solutions designed to enhance efficiency and facility performance.Driven by excellence, integrity, innovation, and client satisfaction, Ayla offers a professional and dynamic work environment that promotes collaboration, accountability, and continuous development.Role OverviewAyla Integrated Facilities Management Co. is seeking a highly organized, proactive, and professionally skilled CEO Office Manager & General Coordinator to manage the daily operations of the CEO Office and coordinate executive-level matters across the company.The position combines executive office management with general coordination responsibilities. The successful candidate will serve as a central point of contact between the CEO, senior management, company departments, employees, clients, suppliers, and external stakeholders.The role requires excellent organizational and communication skills, a high level of confidentiality, sound judgment, strong follow-up capabilities, and the ability to coordinate multiple priorities within a fast-paced professional environment.Key ResponsibilitiesManage the daily operations and administrative activities of the CEO Office.Manage the CEO’s calendar, appointments, meetings, priorities, and daily schedule.Coordinate communication and workflow between the CEO Office, senior management, and company departments.Organize internal and external meetings, including agendas, supporting documents, meeting minutes, and follow-up actions.Draft and review official correspondence, letters, memoranda, reports, presentations, and executive documents in Arabic and English.Monitor communications received by the CEO Office and ensure that emails, calls, requests, and correspondence are handled professionally and promptly.Communicate executive decisions and instructions to the relevant departments and responsible employees.Follow up on executive decisions, assigned tasks, deadlines, and action items until completion.Maintain an accurate tracking system for pending matters, executive assignments, deadlines, and management priorities.Coordinate cross-departmental matters that require the involvement of more than one department.Prepare periodic follow-up reports for the CEO regarding assignments, deadlines, pending matters, and implementation status.Act as a professional point of contact for clients, suppliers, business partners, visitors, and external stakeholders.Receive and coordinate official visitors and ensure the professional representation of the CEO Office and the company.Coordinate business visits, travel arrangements, appointments, corporate events, and related logistical requirements.Maintain confidential records, contracts, official documents, management reports, and executive files.Establish and maintain efficient electronic and physical filing and archiving systems.Support the preparation of management meetings, presentations, proposals, briefing materials, and business reports.Coordinate official correspondence and follow up on responses and required actions.Support coordination between the company’s operations and stakeholders in Jordan and Bahrain when required.Handle confidential and sensitive information with the highest level of discretion and professionalism.Ensure the smooth and efficient daily operation of the CEO Office.Perform other executive, administrative, and coordination duties related to the position as assigned by the CEO.Qualifications and RequirementsBachelor’s degree in Business Administration, Management, Office Management, or a related field.Previous experience as a CEO Office Manager, Executive Office Manager, General Coordinator, Executive Assistant, Executive Secretary, or in a similar senior administrative role.Excellent written and verbal communication skills in both Arabic and English.Strong experience in drafting professional correspondence, reports, meeting minutes, and official documents.Advanced proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.Excellent organizational, planning, coordination, time-management, and follow-up skills.Strong attention to detail and the ability to manage multiple priorities and deadlines.Strong interpersonal skills and a professional communication style.Good understanding of corporate protocol and business etiquette.High level of confidentiality, integrity, reliability, and sound judgment.Ability to communicate confidently and professionally with senior executives, clients, and external stakeholders.Proactive approach with strong problem-solving and decision-support capabilities.Ability to work independently while maintaining effective coordination with all company departments.Ability to prepare clear reports and provide accurate updates on pending assignments and action items.Flexibility to support executive priorities and urgent coordination requirements when necessary.Previous experience in facilities management, corporate services, contracting, or a related industry is considered an advantage.Ability to commute reliably to the company’s location during the stated working days and hours.Candidates based in Amman, particularly in areas surrounding Queen Alia International Airport Road, are encouraged to apply due to the location of the workplace.Working ConditionsFull-time, on-site position.Work location: Queen Alia International Airport Road – Al-Dhaher Area, Amman.Working days: Saturday to Thursday.Working hours: 8:15 AM to 4:00 PM.The position may require coordination with the company’s operations and stakeholders in Jordan and Bahrain.How to ApplyInterested candidates are invited to apply directly through LinkedIn and submit an updated CV.Applications will be reviewed according to the qualifications and requirements of the position. Only shortlisted candidates will be contacted.