Executive Assistant

About RUARUA is a forward-thinking institution for cross-cultural arts education and creative innovation in the Middle East that fosters bold ideas that inspire progress and transform society by cultivating industry and academic collaboration and rethinking creative education, all while creating a space for global ideas to flourish in a culturally inspiring environment.Our VisionTo be an inspiring beacon of knowledge for future generations, integrating culture and arts, empowering students to discover passions and develop talents while fostering creativity and cultural exchange.Our MissionTo cultivate an innovative educational environment in culture and arts, delivering cutting-edge programs that foster cultural and artistic engagement, enriching both the Saudi and global communities.Our AspirationsThe leading cultural university across the Middle East and North Africa.Ranked among top 50 universities worldwide specializing in cultural education.A global hub for cultural education and knowledge exchange.Job PurposeTo provide high-level executive, administrative, and operational support to senior leadership, ensuring the effective management of executive priorities, seamless coordination of meetings and communications, and timely follow-up on decisions and action items. The role serves as a key liaison between the executive office and internal and external stakeholders, while maintaining the highest standards of professionalism, confidentiality, and operational efficiency.Key ResponsibilitiesExecutive and Administrative SupportProvide comprehensive administrative and executive support to senior leadership to facilitate the effective execution of organizational priorities.Manage the executive’s calendar, appointments, and commitments, ensuring optimal time allocation and alignment with strategic priorities.Review, prioritize, and coordinate incoming requests, correspondence, and invitations on behalf of the executive.Prepare, review, and format official correspondence, reports, presentations, briefing notes, and other executive documents.Maintain organized records, filing systems, and documentation in accordance with established policies and procedures.Meeting and Governance CoordinationCoordinate executive meetings, leadership committees, and other high-level engagements, including scheduling, agenda preparation, and distribution of meeting materials.Prepare meeting agendas, briefing documents, presentations, and background information to support informed decision-making.Record meeting minutes, document key decisions, and maintain action-item trackers.Monitor the implementation of decisions and agreed-upon actions, following up with relevant stakeholders to ensure timely completion.Coordinate with internal departments and relevant stakeholders to ensure meeting readiness and the effective flow of information.Operational and Organizational SupportSupport the coordination of executive office operations and contribute to the continuous improvement of administrative processes and workflows.Monitor deadlines, deliverables, and outstanding requests to ensure timely execution and completion.Assist in preparing periodic status reports, management updates, and administrative summaries.Coordinate domestic and international travel arrangements, itineraries, accommodation, transportation, and related documentation, as required.Process and monitor business expenses, reimbursements, invoices, and related administrative transactions in accordance with applicable policies.Project and Initiative CoordinationSupport the planning, coordination, and implementation of executive initiatives and special projects.Coordinate with relevant departments to monitor project milestones, deliverables, and deadlines.Consolidate updates and prepare progress reports to support executive oversight and decision-making.Identify potential scheduling conflicts, administrative bottlenecks, and follow-up requirements, recommending appropriate solutions.Undertake additional assignments and responsibilities as directed by senior leadership.Qualifications and ExperienceBachelor’s degree in Business Administration, Management, Public Administration, or a related field; equivalent qualifications and experience may be considered in accordance with organizational requirements.Three to five years of relevant experience in executive assistance, senior administrative support, or a similar role.Previous experience supporting senior executives or executive leadership teams is preferred.Experience coordinating executive meetings, preparing official documents, and managing stakeholder communications.Why joining RUA:RUA represents a platform for discovery, a space where talent is nurtured, and a gateway for Saudi art and culture to the world. We welcome you to join us on this exceptional journey. Together, we will shape the ambitious cultural future of the Kingdom and inspire the world.As the first of its kind in the MENA region, RUA serves as a center of creativity, knowledge, and innovation, contributing to shaping the future of Saudi Arabia’s cultural ecosystem and creative economy, driving the growth of Saudi Arabia’s cultural sector in alignment with Saudi Vision 2030.