Executive Personal Assistant

About Us:Kaizen is the Number 1 Recruitment Leader in the MENA region and works on placing high-caliber professionals in prominent and lucrative roles across the Middle East & and GCC.The Client:A leading multinational automotive manufacturing company operating in Saudi Arabia, specializing in high-quality automotive components and assemblies.The company supports major automotive programs through advanced manufacturing, strong quality standards, and operational excellence.Executive Personal Assistant

Responsibilities

Executive and Administrative SupportManage the COO’s calendar, appointments, meetings and daily schedule.Coordinate internal and external meetings.Prepare meeting agendas, presentations, reports and supporting documents.Attend meetings when required and take accurate, professional meeting notes and minutes.Record decisions, action items, responsible persons and deadlines.Follow up on outstanding action items and provide progress updates to the COO.Draft and manage professional correspondence, emails, letters and reports.Maintain organized electronic and physical filing systems.Handle confidential and sensitive information with discretion.Travel ArrangementsCoordinate all domestic and international travel arrangements for the COO.Arrange flights, accommodation, ground transportation, visas and travel itineraries.Prepare comprehensive travel schedules and ensure that all necessary documentation is available.Manage last-minute travel changes and resolve travel-related issues promptly.Coordinate travel-related expense documentation and claims.Timesheets and TimekeepingPrepare, review and submit the timesheets accurately and within the required deadlines.Maintain accurate timekeeping and attendance records where applicable.Monitor deadlines for timesheet submissions and follow up on outstanding information.Liaise with Payroll, Human Resources and Finance regarding timesheet or timekeeping queries.Expenses and Credit Card AdministrationPrepare and submit the COO’s business expense claims.Collect, verify and organize receipts and supporting documents.Complete monthly company credit card reconciliations accurately and on time.Allocate expenses to the correct departments, projects or cost centers.Investigate and resolve discrepancies in collaboration with the Finance Department.Maintain complete and audit-ready expense and reconciliation records.General CoordinationAct as a professional point of contact between the COO and internal and external stakeholders.Screen and prioritize calls, correspondence, meeting requests and enquiries.Coordinate executive events, management meetings and business functions when required.Support special projects and complete ad hoc assignments as directed by the COO.Anticipate the COO’s administrative requirements and proactively address them.Work Experience5-8 years of experience in an Executive Assistant, Personal Assistant or any similar role.Other Skills/Requirements:Diploma or bachelor’s degree in Business Administration, Office Management, Executive Secretarial Studies or a related field is preferred.Previous experience as an Executive Personal Assistant, Personal Assistant or Executive Secretary.Fully conversant in English, both written and spoken.Arabic language proficiency is required.Excellent working knowledge of Microsoft Word, Excel and PowerPoint.Proficient in the professional use of ChatGPT and other AI productivity tools for drafting, summarizing, research support and administrative efficiency.Experience with travel coordination, timesheets, timekeeping, expense claims and credit card reconciliations.Strong note-taking and minute-taking ability.Excellent verbal and written communication skills.Professional, polished and presentable appearance.Strong organizational and time-management skills.Ability to work independently with minimal supervision.Ability to prioritize tasks and manage competing deadlines.Next Steps:When you apply for this position, a consultant from Kaizen Firm will evaluate your resume for the role being posted in addition to considering you for other relevant positions as they become available that match your interests, expertise, and skill set. Your CV might be submitted into our protected applicant tracking system, but none of your information will ever be disclosed to another party without your permission. Through https://zcu.io/cNxP, you can browse a wide range of employment opportunities and apply your personal data rights at any time.