Role Summary The Executive Assistant (EA) to the Managing Director is a senior, trusted partner to the MD, acting as the connective tissue between the MD, the leadership team, clients, and external stakeholders. The EA manages the MD’s time, attention, and information flow with a high degree of autonomy and judgment. The role goes well beyond scheduling: the EA represents the MD in communications, drives follow-through on decisions across the business, prepares the MD for every meeting, and ensures that the MD’s agenda translates into action.
Position Details• Reports to: Managing Director• Works closely with: Operations Manager, Finance, HR, and external stakeholders (clients, authorities, partners, board members if applicable)• Department: Executive Office• Location: Mohndseen - Giza• Employment type: Full-time, senior individual contributor• Working hours: Sunday–Thursday, 9:00–18:00, with flexibility aligned to MD schedule
Key Responsibilities1. Strategic Calendar & Time Management• Own the MD’s calendar with full decision authority over routine scheduling and trade-offs.• Protect strategic time: block deep-work hours, buffer travel, and defend priority commitments.• Orchestrate complex, multi-party meetings across time zones with clients, authorities, and partners.• Provide the MD with a daily brief and a weekly look-ahead highlighting priorities, conflicts, and preparation needs.2. Communications & Gatekeeping• Manage the MD’s inbox: triage, categorize, respond independently to routine matters, and escalate only what needs MD attention.• Draft, edit, and dispatch correspondence in English and Arabic on behalf of the MD — letters, emails, board notes, client replies, internal memos.• Screen incoming calls, messages, and visitors; serve as the first professional impression of the MD’s office.• Maintain a consistent, discreet, and professional tone in all communications carrying the MD’s name.3. Meeting & Board Support• Prepare full briefing packs ahead of each meeting: agenda, background, supporting documents, decision points, recommended positions.• Attend leadership, client, and board-level meetings; take accurate, structured minutes; circulate action items.• Track action items across departments and close the loop with owners until each item is resolved.• Coordinate logistics for management committees and board meetings where applicable, including venue, technology, materials, and hospitality.4. Cross-Functional Follow-Through• Act as the MD’s proxy for follow-up: chase department heads, confirm status, and surface slippage early.• Coordinate cross-departmental initiatives owned by the MD — planning, tracking, and reporting progress.• Translate MD directions into clear tasks, owners, and deadlines; maintain a live decision and commitment log.• Support the MD in preparing for quarterly reviews, strategy sessions, and performance conversations.5. Document & Information Management• Maintain an organized, secure, and fully retrievable digital and physical filing system for contracts, NDAs, authorizations, and confidential records.• Prepare and polish high-quality documents: reports, presentations, proposals, speeches, and talking points.• Manage signature workflows: ensure every document presented for MD signature is pre-reviewed, complete, and accompanied by a short context note.• Uphold strict confidentiality across all sensitive information.6. Travel, Events & Representation• Plan and manage complex domestic and international travel: flights, hotels, visas, ground transport, contingency options.• Build detailed itineraries including meeting briefs, contact sheets, dress codes, and local context.• Coordinate MD participation in conferences, trade missions, industry events, and client visits.• Support hosting of senior visitors at the MD’s office — clients, officials, delegations — with impeccable protocol.7. Stakeholder & Relationship Management• Maintain a high-quality contact database of clients, officials, partners, suppliers, and personal contacts of the MD, with relationship context and engagement history.• Serve as a warm, reliable first point of contact for the MD’s key stakeholders.• Manage recurring touchpoints: birthdays, anniversaries, seasonal greetings, condolence notes — handled with care and timeliness.• Coordinate confidential interactions with external advisors, legal counsel, auditors, and consultants.8. Office of the MD — Administration & Expense• Own the administrative and expense management of the MD’s office.• Process, verify, and file the MD’s expense reports and reimbursements.• Manage petty cash, subscriptions, memberships, and any items routed through the MD office.• Handle personal and confidential tasks on behalf of the MD as needed, within appropriate scope. Qualifications & Requirements Education• Bachelor’s degree in Business Administration, Management, International Relations, Languages, or a related field.• Postgraduate qualification or executive education is a plus. Experience•8+ years of experience as an Executive Assistant, Chief-of-Staff, or senior PA supporting C-level executives, ideally in trade, logistics, professional services, or a regulated industry.• Proven track record managing the end-to-end executive office of a busy senior leader.• Experience operating in environments with external authorities, clients, and time-sensitive operations is strongly preferred. Technical Skills• Advanced proficiency in Microsoft Office (Word, Excel, Power Point, Outlook).• Strong command of calendar and email platforms, video conferencing, and collaboration tools.• Comfort with CRM, document management, e-signature, and workflow tools; quick to learn new systems.• Strong document design and business writing skills — able to produce board-ready materials without heavy supervision. Languages• Excellent written and spoken English — professional, polished, board-level.• Native or fluent Arabic — fully proficient in professional correspondence.• Additional languages (French, Spanish) are a plus. Personal Attributes• Absolute discretion, integrity, and confidentiality — non-negotiable.• Exceptional judgment — knows what to escalate, what to own, and what to leave alone.• Proactive and anticipatory; solves problems before they reach the MD.• Composed under pressure; reliable on deadlines without drama.• Strong executive presence and cultural fluency when representing the MD.• Organized, detail-driven, and quality-obsessed — nothing leaves the office with errors.• Flexible with working hours and travel when required, within reason. Performance Indicators• MD calendar integrity — zero conflicts, on-time briefings.• Responsiveness and quality of correspondence issued under the MD’s name.• Completion rate of action items tracked out of MD meetings.• Accuracy and polish of briefing packs, reports, and presentations.• Reliability of travel arrangements and expense reporting.• Stakeholder feedback (internal and external) on the MD office’s professionalism.• Zero confidentiality incidents. Authority & Decision Rights• Full authority to schedule, reschedule, and reprioritize routine meetings on the MD’s behalf.• Authority to respond independently on routine external and internal correspondence using defined templates and tone.• Authority to approve MD office expenses within threshold amount; escalate above threshold.• Authority to commit the MD to standard engagements within agreed availability rules.