CEO Office Manager

About this role

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.

• Maintain organized and confidential records of agendas, minutes, resolutions, and supporting documentation in accordance with record-retention requirements.

Correspondence & Communication

• Serve as the primary point of contact for the CEO Office, professionally managing incoming emails, correspondence, visitors, and communication requests.

• Draft, review, edit, translate, and format high-quality correspondence, reports, presentations, speeches, memos, letters, and announcements in both Arabic and English.

• Manage the flow of incoming and outgoing correspondence to the relevant department, ensuring timely routing, tracking, follow-up, and closure of all requests and responses.

• Review all items submitted for the CEO's attention or approval to ensure completeness — including supporting documents, required approvals, and relevant context — before presentation to the CEO.

• Where appropriate, use CEO-approved AI tools to support the review of documents submitted for the CEO's approval — checking completeness, consistency, and quality — before presentation, in compliance with confidentiality and data-security requirements.

• Support the administration of the CEO's professional digital presence (e.g., LinkedIn), including publishing approved content, monitoring messages, and coordinating with Marketing & Communications and appointed agencies, in accordance with the CEO's approval and delegation framework.

• Ensure that all communications issued from the CEO Office are accurate, professionally presented, and aligned with organizational standards and priorities.

• Maintain strict confidentiality when handling sensitive information, executive correspondence, and privileged business matters.

Travel & Events Arrangements

• Plan and coordinate all domestic and international travel arrangements for the CEO, including flights, visas, accommodation, transportation, itineraries, and travel documentation.

• Prepare comprehensive travel itineraries, briefing packs, meeting schedules, and supporting documentation to ensure the CEO is fully prepared for business travel.

• Support the planning and execution of executive meetings, corporate events, project launches, Town Halls, leadership off-sites, and other CEO-sponsored events.

• Coordinate with internal departments and external service providers to ensure all event logistics are delivered efficiently and to the required standard.

• Prepare and reconcile the CEO's business travel and expense claims in accordance with company policies and Finance requirements.

• Coordinate the CEO's media engagements, interviews, and public appearances — including scheduling and briefing materials — in liaison with Marketing & Communications and appointed agencies.

CEO Office Operations & Coordination

• Manage the day-to-day operations of the CEO Office, ensuring efficient administrative processes and high service standards.

• Administer the CEO Office budget, office supplies, and service contracts within delegated authority.

• Raise purchase requests and coordinate with Procurement and Finance to ensure timely acquisition of CEO Office requirements.

• Support the onboarding and administrative arrangements for new EXCO members.

• Maintain organized records, filing systems, and documentation for the CEO Office in accordance with company standards.

Confidentiality & Governance

• Maintain the highest level of confidentiality when handling sensitive commercial,…