Executive Assistant

Job description

Career CategoryAdministrativeJob DescriptionJob Summary The Executive Assistant serves as a trusted business partner to the General Manager (GM), providing high-level executive and administrative support to enable effective leadership and execution of affiliate priorities. The role is responsible for managing the GM's office, coordinating leadership activities, facilitating communication with internal and external stakeholders, and ensuring the efficient execution of strategic initiatives. The Executive Assistant supports the Saudi Leadership Team by coordinating meetings, tracking actions, preparing executive communications, organizing leadership events, and maintaining the highest standards of professionalism, confidentiality, and compliance. The role requires exceptional organizational skills, sound judgment, and the ability to work independently in a fast-paced multinational environment. Key Responsibilities Executive Support Serve as the primary point of contact for the General Manager, providing proactive executive and administrative support. Manage the GM's calendar, travel arrangements, meetings, correspondence, and daily priorities. Exercise sound judgment in managing confidential and sensitive business information. Anticipate the GM's needs and proactively resolve administrative and operational issues. Leadership Team Coordination Coordinate Saudi Leadership Team meetings, including agenda development, meeting logistics, document preparation, and action tracking. Record and monitor meeting outcomes, ensuring timely follow-up and completion of agreed actions. Support leadership planning sessions and strategic initiatives. Stakeholder Management Coordinate interactions with regional, global, and cross-functional leadership teams. Build effective working relationships with internal stakeholders and external business partners. Ensure timely communication and follow-up on key business matters. Executive Communications Draft executive correspondence, announcements, presentations, speeches, and other communication materials on behalf of the General Manager. Prepare high-quality presentations and reports for leadership meetings and business reviews. Coordinate key affiliate communications while maintaining consistency with corporate messaging. Event & Meeting Management Plan and coordinate leadership meetings, town halls, cycle meetings, affiliate events, off-site meetings, and senior leadership visits. Manage event logistics, meeting materials, travel arrangements, accommodations, and post-event follow-up. Ensure smooth execution of executive visits and leadership engagements. Project Coordination Support cross-functional affiliate initiatives by coordinating activities, monitoring timelines, and following up on deliverables. Track project milestones and ensure timely completion of action items. Assist in preparing project updates and status reports for leadership. Administrative Excellence Prepare reports, presentations, and business documentation using Microsoft Office applications. Maintain organized electronic and physical records in accordance with company standards. Support budget administration, procurement activities, and other administrative processes as required. Continuously identify opportunities to improve administrative processes and operational efficiency. Compliance & Confidentiality Handle confidential information with the highest level of discretion and professionalism. Ensure all activities comply with Amgen's Code of Conduct, policies, procedures, and applicable local regulations. Promote a culture of integrity, ethics, and compliance in all business interactions. Qualifications Bachelor's degree in Business Administration or a related discipline. Minimum of 5 years of experience supporting senior executives, preferably within a multinational organization. Skills & Competencies Excellent verbal and written communication skills in English and Arabic. Strong executive support and stakeholder management skills. Excellent organizational, planning, and time management abilities. Strong analytical, problem-solving, and multitasking capabilities. Ability to prioritize competing demands and work independently with minimal supervision. High level of professionalism, discretion, and confidentiality. Strong project coordination and follow-up skills. Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). Proficiency in Microsoft Teams and SharePoint. Strong presentation development and business writing skills. Demonstrates a proactive mindset, attention to detail, adaptability, and a commitment to continuous improvement. .