Executive Assistant Operations Manager

Position Overview

We are seeking a highly organized and proactive Executive Assistant Operations Manager to provide executive and operational support to the CEO. This role will serve as the operational backbone of the Executive Office, ensuring seamless coordination of projects, meticulous documentation management, and efficient communication across all departments. The ideal candidate will combine strong administrative acumen with advanced technical skills to drive execution, streamline processes, and support strategic initiatives. If you thrive in a fast-paced environment and possess exceptional attention to detail, this is an excellent opportunity to contribute to the success of a dynamic organization.

Key Responsibilities

• Executive Support & Coordination: Manage the CEO’s calendar, schedule meetings, coordinate travel arrangements, and handle confidential correspondence with the utmost professionalism and discretion.
• Meeting & Project Management: Prepare comprehensive meeting agendas, presentations, and reports; document and distribute meeting minutes within 24 hours; and ensure timely follow-up on action items to maintain operational momentum.
• Cross-Functional Project Coordination: Lead and support cross-departmental initiatives, monitor project timelines, track deliverables, and liaise with leadership to ensure alignment with organizational goals.
• Digital Documentation & Records Management: Maintain an organized and secure digital filing system, including policies, standard operating procedures (SOPs), contracts, and operational records, with strict adherence to version control and compliance standards.
• Data Analysis & Reporting: Develop and maintain KPI dashboards, project trackers, and executive reports to provide actionable insights and support data-driven decision-making.
• Stakeholder Communication: Facilitate clear and efficient communication between the Executive Office and internal departments, ensuring transparency and alignment on key initiatives.
• Operational Excellence: Champion administrative and operational best practices, identify process improvements, and contribute to the continuous enhancement of the Executive Office’s workflows.

Qualifications & Skills

To excel in this role, you must possess the following qualifications and competencies:

• Education: Bachelor’s degree in Business Administration, Management, Healthcare Administration, or a related field.
• Experience: Minimum of 3–5 years in executive support, business operations, project coordination, or a similar administrative capacity.
• Technical Proficiency:
  • Expert-level skills in Microsoft Excel, including advanced formulas, PivotTables, dashboards, charts, and data analysis.
  • Advanced proficiency in Microsoft Word and PowerPoint for preparing professional documents and presentations.
  • Strong command of Google Workspace tools, including Docs, Sheets, Drive, Calendar, and Gmail.
  • Hands-on experience with Zoho applications (CRM, WorkDrive, Projects, Books, Sign, and Forms) is highly desirable.
  • Familiarity with document control systems, digital filing structures, and version control protocols.
• Soft Skills: Exceptional written and verbal communication skills in English; fluency in Arabic is a plus. Demonstrated ability to manage confidentiality, prioritize tasks, and maintain meticulous attention to detail.

Core Competencies

• Executive support and coordination with a proactive approach.
• Advanced Microsoft Excel and reporting capabilities to drive data-driven insights.
• Expertise in digital document control, records management, and version control.
• Strong project coordination skills with a focus on timelines and deliverables.
• Ability to develop and maintain KPI dashboards and executive reports.
• Exceptional organizational, analytical, and time management abilities.
• Unwavering professionalism, confidentiality, and stakeholder communication skills.

Key Performance Indicators (KPIs)

The success of this role will be measured by the following metrics:

• Timely completion of executive action items and follow-up tasks.
• Distribution of meeting minutes within 24 hours of meetings.
• Accuracy and timeliness of KPI dashboards and executive reports.
• Compliance with document control and version management standards.
• On-time delivery of projects and initiatives aligned with organizational objectives.
• Consistent leadership satisfaction with operational support and strategic contributions.

Reporting Structure

This position reports directly to the Managing Director and collaborates closely with all departments and Shared Services to ensure seamless operational alignment and execution.