Executive Assistant

Khazna Data Centers

In this role, you will provide high-level administrative and operational support to senior leadership while ensuring the efficient day-to-day management of the office environment. You are responsible for calendar and travel management, stakeholder liaison, document preparation, and overseeing office operations to maintain a productive and professional workplace. The role serves as a key point of contact internally and externally, ensuring seamless communication and coordination across departments and with external stakeholders.

Responsibilities

Calendar Management: Coordinate and manage the calendars of multiple C-Level Executives, scheduling meetings, appointments, and conference calls, and resolving scheduling conflicts.

Coordination of Meetings: Organize and prepare meeting materials, such as agendas, presentations, and follow up action items. When necessary, attend meetings, take notes, and distribute meeting minutes.

Travel Arrangements: Plan and coordinate complex travel itineraries, including flights, hotels, ground transportation, and visas, ensuring seamless travel experiences for the executives.

Expense Management: Handle expense reports and reimbursement requests for the executives, ensuring compliance with company policies.

Confidentiality: Maintain the utmost level of confidentiality and discretion when handling sensitive information and conversations. 

Administrative Support: Assist with various administrative tasks, including document preparation, data entry, filing, and maintaining organized records.

Confidentiality:

Handle sensitive information with the utmost discretion and maintain a high level of confidentiality.

Handle the private relations and dealings of the C – Level Executives and handle confidential documents, meetings and relations.

Organize and maintain confidential files and records. Draft, edit, and proofread documents as needed.

Carefully handle and direct all mailing and correspondences reaching the CEO Office and take

necessary actions to direct to appropriate concerned persons.

Policies, Systems, Processes & Procedures:

Provide inputs and implement policies, systems, and procedure for the assigned team so that all relevant procedural/legislative requirements, fulfilled while delivering a quality, cost-effective service.

Continuous Improvement:

Participate in the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Reporting:

Prepare timely reports as required and ensures accuracy as per senior executive requirements and quality standards.

Related Assignments

The job holder may be required to undertake additional duties, which may be reasonably expected and forms part of the function of the job.

Qualifications

Minimum Qualifications:

Bachelor's degree preferred.

Minimum Experience:

Proven experience as an executive assistant supporting multiple C-level executives, preferably in a multinational organization.

5 years of work experience in coordination and office management and administration of Top Management Office.

Previous experience in the ICT industry is a plus.

Job-Specific Skills (Generic / Technical):

Exceptional organizational and time-management skills.

Strong communication and interpersonal skills.

High level of professionalism and discretion.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Discretion and the ability to handle confidential information with integrity.

Strong problem-solving skills and a proactive mindset.

Ability to work independently, handle multiple tasks simultaneously, and meet deadlines