Executive Assistant - Jeddah

Job Description

YALJ is an International group with companies that focuses primarily on real estate development and agriculture, with its headquarters in Makkah. Its real estate portfolio comprises of Makkah lands which are being developed with the Umrah and Hajj market in mind. Its agricultural business currently cultivates large date palms farms in Gassim and Medina using sustainable and environmentally friendly practices. Forward thinking, social and environmental consciousness are the fundamental principles uniting the YALJ Group. The Group has offices/businesses in other countries including UK, KSA, UAE, and other European countries.This position will be assisting the Director mainly with Anjum Hotel. Situated in an ideal location, the Anjum Hotel Makkah provides guests with breath-taking views of the Holy Haram, and direct, private, air-conditioned access to the new gate of King Salman, Custodian of the two Holy Mosques. With an expert management team whose vast combined experience has been gained with the world?s leading hotel brands, Anjum is set to deliver international-standard hospitality ? with a strong spiritual ethos that informs how we operate at every level.We are currently searching for an Executive Assistant to join YALJ Group and be based in Jeddah. This opportunity will be suited to an Executive Assistant who has experience supporting at Director/ Chair level for a large, international company.You will also be responsible for managing the organisation?s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

• Provide sophisticated calendar management for our Group Director. Prioritise inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
• Act as a liaison and provide support to the Director. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Director
• Complete a broad variety of administrative tasks that facilitate the Director?s ability to effectively lead the organisation, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; and making travel arrangements
• Following up with updates with persons from various businesses on tasks that the Director has requested from them
• Work closely with the Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate the Director?s needs in advance of meetings, conferences, etc
• Maintain open communication with the teams spread across globally providing information and documents as needed
• Organising and storing important relevant documents
• Coordinate all Executive Team meetings and assist with staff meetings as needed
• Provide gatekeeper and gateway role, providing a bridge for smooth communication between the Director and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team
• Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organisation grows.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide hospitality to all guests and help to create a welcoming environment
• Answer main phone line and respond to inquiries
• Process and distribute daily mail
• Invest in building long-lasting relationships both externally and internally
• Manage petty cash reimbursements and reconciliation
• Other projects/duties as assigned for the overall benefit of the organisation

Keyskills :