وظيفة مساعد تنفيذي شاغرة في الرياض لدى جهة غير معلنة

Job Purpose

Provide comprehensive, high-level administrative and organizational support to the Office of the CEO, acting as a trusted liaison between the CEO, Board of Directors, senior leadership, and internal and external stakeholders. The role requires a high level of professionalism, discretion, confidentiality, and attention to detail within a highly regulated pharmaceutical environment.

Key Accountabilities

Calendar & Meeting Management

• Proactively manage and prioritize the CEO’s calendar, including internal and external meetings, appointments, and commitments.
• Coordinate meeting schedules, resolve conflicts, and ensure effective time management.
• Prepare agendas and coordinate logistics for Board of Directors meetings, Executive Committee meetings, and corporate events.

Correspondence & Communication

• Screen and manage calls, emails, and correspondence on behalf of the CEO.
• Draft, edit, and proofread letters, memoranda, reports, and other business communications with a high level of accuracy and professionalism.
• Ensure timely and appropriate communication with internal and external stakeholders.

Board & Regulatory Support

• Prepare and compile Board packs, governance documents, and executive materials, including regulatory, clinical, and commercial updates.
• Coordinate with Regulatory Affairs, Quality, Medical, and Legal departments to ensure the CEO’s Office receives accurate and timely information.
• Support the preparation and organization of Board and governance-related documentation.

Reports & Presentations

• Prepare executive reports, presentations, briefing materials, and summaries for the CEO.
• Handle confidential and time-sensitive information with accuracy and discretion.
• Consolidate information from various departments into clear and professional executive-level materials.

Cross-Functional Liaison

• Serve as a primary point of contact between the CEO’s Office and internal departments and external stakeholders.
• Facilitate effective information flow and coordination across Commercial, R&D, Regulatory Affairs, Quality, Manufacturing, Legal, Finance, and other relevant functions.
• Follow up on requests and ensure timely responses and actions.

Travel & Logistics Management

• Arrange complex domestic and international travel, including flights, visas, accommodation, transportation, and detailed itineraries.
• Prepare travel schedules, supporting documentation, and expense reports.
• Ensure all travel arrangements are efficiently coordinated and aligned with the CEO’s schedule.

Confidentiality & Compliance

• Maintain, organize, and safeguard sensitive corporate, clinical, regulatory, and commercial records with the highest level of confidentiality and discretion.
• Ensure that correspondence, meetings, expenses, and interactions with internal and external stakeholders comply with the company’s Code of Conduct and applicable compliance standards.
• Handle confidential information responsibly and maintain strict professional integrity.

Project & Task Follow-Up

• Track key initiatives, action items, and decisions originating from the CEO’s Office.
• Follow up with relevant departments to ensure agreed actions are completed within established deadlines.
• Provide regular updates on the status of key tasks and initiatives.

Stakeholder & Industry Relations

• Support communication and coordination with the Board of Directors, investors, regulatory authorities, industry associations, and other key stakeholders.
• Coordinate the CEO’s participation in pharmaceutical industry forums, conferences, meetings, and other external engagements.
• Support the preparation of materials and logistics for external events.

Office Budget & Expenses

• Manage purchase requests, invoices, expense reports, and budget tracking for the CEO’s Office.
• Monitor expenses and ensure appropriate documentation and approvals are maintained.
• Support efficient and compliant budget utilization.

Job Specification

• Bachelor’s degree in business administration, Management, or a related field.
• Minimum of 5 years of relevant experience as an Executive Assistant, Personal Assistant, or in a similar role supporting C-suite executives or senior leadership.
• Previous experience in the pharmaceutical, life sciences, healthcare, or another highly regulated industry is strongly preferred.
• Strong knowledge of executive administration, calendar management, meeting coordination, business correspondence, and document preparation.
• Familiarity with pharmaceutical industry compliance principles, including interactions with healthcare professionals and anti-bribery and anti-corruption standards, is an advantage.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet tight deadlines.
• Strong attention to detail and excellent follow-up skills.
• High level of confidentiality, professionalism, integrity, and discretion.
• Excellent written and verbal communication skills.
• Fluent in English and Arabic, both spoken and written, with strong reading skills.