Female (non hijab)  

Full-time — On-site

We are looking for a highly organized, proactive, and professional Business Manager & Executive Assistant to the CEO to work directly with the CEO and support daily business operations, travel coordination, meetings, executive follow-ups, and communication with companies, factories, suppliers, and external stakeholders.

This is not a traditional secretary or administrative assistant role. It is a practical and executive-level support role that requires initiative, confidentiality, fast execution, strong follow-up skills, and the ability to manage details until tasks are completed.

The ideal candidate should be able to think ahead, organize, remind, follow up, travel for business, and deal professionally with sensitive information and different internal and external parties.

Role Nature

The candidate will directly support the CEO in managing daily business matters, organizing time, setting priorities, following up on decisions, coordinating travel, attending selected meetings, communicating with companies and factories, preparing reports, and tracking tasks until completion.

This is an on-site role that requires direct communication with the CEO. It is not a remote or online-only position.

Key Responsibilities

1. CEO Daily Business Management

Organize the CEO’s daily and weekly schedule.

Prioritize tasks based on importance and urgency.

Follow up on meetings, appointments, and daily commitments.

Prepare a daily brief including the day’s schedule, key tasks, follow-ups, and decisions required.

Prepare a short end-of-day review covering completed items and pending matters.

2. Executive Follow-up & Task Completion

Follow up on tasks assigned to employees, suppliers, companies, factories, or external parties.

Ensure decisions and instructions are executed on time.

Maintain a clear tracking system for open tasks, responsible persons, and deadlines.

Alert the CEO about delayed tasks or matters that require a decision.

Ensure that important matters are followed up until they are properly closed.

3. Meetings & Meeting Notes

Arrange meetings, prepare agendas and required documents, and attend meetings when needed.

Document key decisions, action items, responsible persons, and deadlines, then follow up on execution.

4. Business Travel

This role requires accompanying the Saudi CEO on his business trips approximately once per month between China, the UAE, Saudi Arabia, Australia, Egypt, and other countries, depending on business needs.

Arrange flight bookings, hotels, transportation, and restaurant reservations.

Prepare complete travel itineraries including flights, meetings, company or factory visits, transfers, and rest time.

Follow up on visas, travel documents, booking confirmations, arrival times, and departure times.

Coordinate with hotels, drivers, restaurants, companies, factories, and event organizers before and during the trip.

Ensure that each business trip runs smoothly and that all appointments and commitments are clear and organized.

Business travel is an essential part of this role, with approximately one business trip per month between China, the UAE, Saudi Arabia, Egypt, and other countries, depending on business needs.

5. Coordination with Companies, Factories & Suppliers

Communicate with local and international companies and factories based on the CEO’s instructions.

Arrange meetings, visits, calls, and follow-ups.

Track quotations, contracts, files, documents, and pending requirements.

Prepare short comparison summaries between available options.

Support smooth communication between the CEO and external business contacts to ensure fast execution.

6. Email, Communication & Documentation

Monitor important emails and messages, and draft or review professional emails in Arabic and English.

Follow up on replies and organize important correspondence and files with clients, suppliers, companies, factories, hotels, and restaurants.

7. Reports, Research & Preparation

Prepare short and clear reports to support the CEO’s decision-making.

Research companies, suppliers, factories, hotels, restaurants, travel destinations, or business opportunities as needed.

Prepare presentations and executive summaries.

Organize data using Excel or Google Sheets.

Prepare brief files before meetings or trips containing the key information needed.

8. AI Tools & Productivity

Use AI tools such as ChatGPT, Claude, Gemini, and similar platforms for research, summarizing, drafting, comparison, and organizing information.

Write clear prompts to obtain practical and useful outputs.

Review AI-generated content and verify its accuracy before using it.

Use AI tools to prepare travel itineraries, summarize meetings, draft emails, prepare reports, and analyze options.

Create reusable templates for recurring tasks such as follow-up reports, meeting notes, travel checklists, and email drafts.

Use productivity and task management tools such as Google Workspace, Microsoft Office, Notion, Trello, Asana, or similar platforms.

9. Confidentiality & Professional Representation

Handle personal and business information with full confidentiality.

Represent the CEO and the company professionally in front of external parties.

Act with tact, intelligence, and professionalism in different situations.

Maintain a high level of respect, commitment, and professional appearance.

Preferred Skills

Experience coordinating international business trips.

Experience dealing with factories, suppliers, or external companies.

Experience in preparing reports and executive summaries.

Experience managing tasks and follow-ups using digital tools.

Strong ability to research, analyze, and compare options.

Flexibility to work outside standard working hours when travel or urgent business matters require it.

Benefits & Offer

Competitive monthly salary based on experience and capability.

Free accomadtion.

The company covers business travel expenses, including flight tickets, visa fees, transportation, and other approved expenses during business trips.

Commissions on successful deals based on the nature of the deal and the candidate’s role in it.

Additional bonuses and incentives for strong performance or successful deal completion.

Direct work with the CEO.

Opportunity to gain strong experience in business management, travel coordination, negotiations, factory and company coordination, and deal follow-up.

Potential to grow into a larger management or operations role based on performance.

Ideal Candidate Profile

We are looking for a practical business-minded person, not only an administrative employee. The ideal candidate should be able to understand quickly, organize, follow up, remind, execute, and close tasks.

She should be able to accompany the CEO on business trips, handle small details, communicate with different parties, and maintain confidentiality and professionalism at all times.

Important Note

This is an on-site role that requires traveling with the CEO on business trips approximately once per month, especially to and from China, the UAE, Saudi Arabia, Australia, Egypt, and other countries. Candidates must be fully comfortable with the nature of the role and business travel requirements before applying.