Executive Assistant, CEO Office

Company OverviewSapphire is a joint venture based in the Special Integrated Logistics Zone (SILZ) in Riyadh, Sapphire is focused on the manufacturing of industrial robots that support the next generation of automation, smart manufacturing, and advanced industrial capability in the Kingdom of Saudi ArabiaRole SummaryThe Senior Executive Assistant to the CEO is responsible for providing senior-level executive, business, governance, and stakeholder support to the Chief Executive Officer. The role acts as a trusted coordination point for the CEO, ensuring that key decisions, priorities, management actions, Board and Executive Committee matters, stakeholder communications, and business follow-ups are handled with discipline, professionalism, and confidentiality.This is a highly demanding individual contributor role requiring strong ownership, excellent follow-up capability, high-quality communication skills, strong proficiency in Excel, PowerPoint, and Word, and the ability to work effectively with Company Management, shareholders, Board members, VVIP visitors, external partners, and internal employees.The role goes beyond traditional administrative support. It requires a business-minded professional who can support the CEO in developing structured action trackers, management dashboards, executive reports, formal communications, meeting materials, and follow-up mechanisms that improve execution, accountability, and decision-making across the Company.Key Responsibilities1. Executive SupportProvide high-quality, senior-level support to the CEO across daily priorities, strategic matters, governance requirements, stakeholder engagements, meetings, correspondence, reports, and executive commitments.Act as a central coordination point for CEO-directed actions by ensuring matters are properly organized, documented, tracked, followed up, and closed in a timely and professional manner.Anticipate CEO requirements by proactively preparing relevant information, documents, briefs, and follow-up actions, while ensuring all CEO Office activities are handled with ownership, speed, accuracy, professionalism, and confidentiality.2. Action Tracking, Follow-Up, and Executive CoordinationDevelop and maintain professional action trackers for CEO priorities, management meetings, Board and Executive Committee action items, shareholder requests, strategic initiatives, and key operational matters, including owners, due dates, dependencies, risks, progress updates, and overdue items.Follow up with Company Management, function heads, and concerned employees to ensure timely completion of assigned actions, while supporting the CEO in coordinating accountability across functions without replacing the authority or responsibilities of function heads.Prepare regular action status updates, dashboards, and summaries for CEO review, and escalate critical delays, risks, or unresolved issues in a clear, structured, professional, and timely manner aligned with the CEO's direction.3. Dashboards, Reports, and Executive AnalysisDevelop and maintain management dashboards, progress reports, and executive trackers using Excel, PowerPoint, and other relevant tools to support effective monitoring of key business priorities, project progress, operational readiness, strategic initiatives, KPIs, risks, dependencies, and management actions.Consolidate inputs from different functions into clear, accurate, and executive-ready reports, while reviewing data and information to identify gaps, inconsistencies, missing updates, or items requiring clarification.Prepare concise summaries, decision notes, briefing papers, and executive highlights for CEO review, while supporting continuous improvement in the quality, structure, and visual presentation of executive reporting.4. Board, Executive Committee, and Governance SupportSupport the CEO in preparing for Board of Managers meetings, Executive Committee meetings, shareholder meetings, and other governance forums by coordinating required inputs, materials, reports, presentations, and CEO submissions in a timely and professional manner.Coordinate with the Board Secretary, Legal, Finance, HR, Operations, and relevant functions to collect, review, consolidate, and enhance Board and Executive Committee materials, while respecting formal governance roles, reporting lines, and approved processes.Track Board, Executive Committee, shareholder, and CEO-related action items assigned to Company Management, and maintain organized records of related CEO Office materials in line with confidentiality and document control requirements.5. Executive Communications and CorrespondenceDraft, review, and enhance professional communications for the CEO, including emails, letters, reports, internal announcements, formal memos, presentations, stakeholder updates, talking points, meeting briefs, visit agendas, and communication notes.Prepare clear, professional, and executive-level communications for internal and external stakeholders, including shareholders, Board members, senior management, advisors, contractors, regulators, strategic partners, and other relevant parties.Review Arabic and English documents, where applicable, to ensure accuracy, quality, grammar, tone, structure, consistency, and alignment with the CEO's intended message and the expectations of senior audiences.6. Calendar, Meetings, and Email CoordinationManage the CEO's calendar and incoming requests with strong judgment, prioritization, confidentiality, and understanding of business importance, ensuring urgent and sensitive matters are handled appropriately.Coordinate internal and external meetings by managing scheduling, agendas, pre-read materials, attendance lists, room bookings, technology setup, hospitality, access arrangements, and other logistical requirements.Ensure the CEO is properly briefed before key meetings and engagements, and that meeting outcomes are documented and translated into clear actions with owners, timelines, decision logs, action trackers, and follow-up status.7. Stakeholder Management and VVIP CoordinationSupport the CEO in managing professional relationships and engagements with key internal and external stakeholders, including shareholders, Board members, VVIP visitors, government stakeholders, advisors, consultants, contractors, and business partners.Prepare and coordinate visit programs, agendas, briefing notes, presentations, logistics plans, site visit readiness, executive meetings, workshops, and follow-up actions for senior visitors and delegations.Ensure VVIP visits and senior stakeholder engagements are well-organized, professional, and aligned with the Company's image and protocols, while handling all interactions with diplomacy, discretion, responsiveness, and professionalism.8. Document Management, Confidentiality, and RecordsMaintain secure, organized, and accessible filing systems for CEO Office documents, reports, trackers, correspondence, minutes, presentations, and confidential records, in line with Company requirements.Maintain proper version control for important CEO Office documents, reports, presentations, formal communications, and governance-related materials.Handle sensitive business, governance, shareholder, personnel, and strategic matters with the highest level of confidentiality, discretion, integrity, and professional maturity.Qualifications and ExperienceMinimum QualificationsBachelor's degree in Business Administration, Management, Engineering, Finance, Communications, Public Relations, or a related field.Professional certification in Project Management, Business Administration, Governance, Executive Office Management, or a related field is an advantage.ExperienceMinimum of 5 years of relevant experience in CEO Office, executive office, executive support, business management, strategy, project management, governance support, corporate planning, consulting, or senior executive support.At least 3 years of experience working directly with C-level executives, senior management, Board-level stakeholders, or shareholders.Technical SkillsAdvanced proficiency in Microsoft Excel, PowerPoint, and Word, including action trackers, dashboards, data consolidation, formulas, executive presentations, Board-level slides, formal letters, reports, memos, formatting, proofreading, and document control.Strong executive communication and business writing skills in English and Arabic, with the ability to prepare executive summaries, briefing notes, decision papers, minutes of meetings, formal communications, and stakeholder updates.Strong ability to review and improve Board and Executive Committee reports, manage meetings and follow-up actions, organize priorities, and support governance, executive reporting, stakeholder management, and business coordination.Behavioral CompetenciesDemonstrates the highest standards of confidentiality, discretion, integrity, professional maturity, sound judgment, executive presence, and professional conduct.Shows strong ownership, commitment, reliability, discipline, accountability, attention to detail, quality orientation, and ability to work proactively with minimal supervision.Communicates effectively, manages stakeholders professionally, follows up firmly and respectfully, solves problems proactively, anticipates needs, and performs well under pressure in a fast-paced and high-expectation environment.