About the Role:

The Executive Assistant & Office Manager will provide comprehensive

administrative, operational, and scheduling support to ensure the smooth execution

of regional activities. The ideal candidate is highly detail-oriented, efficient, and

capable of operating in a fast-paced, cross-border environment. Fluency in Arabic

(spoken and written) is essential.

Key Responsibilities:

1. Administrative & Operational Support

•  Deliver high-level administrative and operational assistance across the region.
•  Maintain, update, and manage internal tracking tools, including:
  • Outreach and Roadshow Status
  • GP Relationship Sheet
  • Contact Dashboard
• Ensure all documents and platforms reflect the most up-to-date statuses,outreach progress, and relationship updates.

2. Scheduling & Communications

•  Lead all scheduling communications and ensure meetings are fully secured and accurately reflected in team calendars.
•  Follow up on all scheduling-related correspondence to ensure timely and appropriate action.
• Upload meeting notes to the CRM and ensure they are shared with the designated internal marketing email.
• Support scripting needs and verify that all scripts and attachments meet compliance standards prior to distribution.

3. Roadshow & Travel Logistics

• Manage all logistics for regional and international roadshows, including:
  •  Ticketing, check-ins, and boarding pass coordination
  •   Visa processing and documentation
  • Car transport arrangements
  • Hotel bookings as required

• Coordinate effectively across time zones, team members, and event venues to ensure seamless execution.

4. CRM & Data Management

• Oversee accurate and timely data entry into CRM platforms.
• Coordinate with additional resources as needed to ensure all outreach and relationship touchpoints are correctly logged.

5. Finance & Expenses

• Oversee and manage team expenses and reimbursement workflows.
• Ensure timely submission, tracking, and resolution of all financial processes.

6. Communications & Client Support

• Draft and manage regional blanket outreach communications.
• Prepare high-quality Briefing Notes summarising client engagements, outreach activity, and roadshow outcomes.

Requirements

• Strong organisational skills and the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Fluency in Arabic (spoken and written) and English is required.
• High proficiency in Excel, CRM platforms, and scheduling tools.
• Ability to work with accuracy and urgency in a fast-paced, cross-border environment.
• Demonstrated discretion, professionalism, and a strong service-oriented mindset.

ID: ZC132874