CEO Office Manager

Envision Employment Solutions is currently looking for a CEO Office Manager for one of our partners, a pioneer in development.

Job Summary:

To ensure the effective and efficient management of the Chief Executive Officer's office by coordinating the CEO's schedule, communications, meetings, priorities, and key deliverables. The role serves as the primary coordination hub between the CEO, the Executive Committee (EXCO), the Board, and external stakeholders, ensuring seamless communication, timely follow-up, and strict confidentiality. The role manages operational and administrative priorities, monitors the execution of key actions, and facilitates executive coordination, enabling the CEO to focus on high-priority decisions and engagements. The role also supports the CEO across the full scope of his professional and personal responsibilities, as directed.

Responsibilities:

Executive Calendar & Time Management

• Own and manage the CEO's calendar, ensuring effective prioritization of meetings, business commitments, site visits, travel, and key engagements.
• Evaluate, prioritize, and coordinate meeting requests to ensure the CEO's time is aligned with business priorities.
• Proactively identify and resolve scheduling conflicts while balancing priorities and business needs.
• Prepare and maintain the CEO's daily, weekly, and monthly agenda, ensuring all meetings are supported with relevant pre-reading materials, briefing notes, presentations, and required documentation.
• Coordinate executive schedules with EXCO members and key stakeholders to ensure seamless planning and execution of meetings.
• Monitor changes to the CEO's commitments and communicate updates promptly to all relevant stakeholders.

Executive Meetings & Action Management

• Organize EXCO, Board, and key stakeholders' meetings including scheduling, logistics, venue arrangements, catering, and technology requirements.
• Prepare, review and distribute meeting agendas in coordination with the CEO, ensuring all supporting documents and presentations are complete and circulated within agreed timelines.
• Attend meetings as required, accurately record minutes in Arabic or English, and distribute approved minutes within the agreed time.
• Maintain a centralized action tracker for decisions, commitments, and assigned actions, proactively following up with relevant departments to ensure timely completion.
• Monitor the implementation of meeting decisions and escalate overdue or high-risk actions to the CEO as appropriate.