Overview
Executive Assistant Jobs in Jeddah · Saudi Arabia at Emagine Solutions FZE
Role: Portuguese-Speaking Executive Assistant (CEO / HNWI)
Location: Jeddah, Saudi Arabia (on-site)
Sector: Finance (company) we’ll consider candidates from any industry background
Type: Full-time
The role (read this if you’re a true EA)
This isn’t a diary-and-travel admin job.
We’re hiring a Portuguese-speaking Executive Assistant to support a High Net Worth Individual (CEO-level) in a finance business. Your job is to protect the CEO’s time, keep priorities moving, and make sure nothing important gets dropped.
You’ll operate as a strategic partner: a calm gatekeeper, a sharp coordinator, and an execution driver. If you’re the kind of EA who anticipates, challenges, and closes loops without being chased you’ll love this.
What you’ll own
- Strategic calendar management
- Prioritise the CEO’s calendar based on business impact (not whoever shouts loudest)
- Protect deep work time and strategic thinking blocks
- Challenge low-value meeting requests and restructure agendas proactively
- Build an optimal daily/weekly cadence so the CEO stays focused on high-value work
- Communication and gatekeeping
- Manage inbound communication across email, WhatsApp, and calls
- Filter, prioritise, and route only critical topics to the CEO
- Draft replies on behalf of the CEO when appropriate (clear, professional, fast)
- Keep response times and follow-ups tight — no loose ends
- Meeting preparation and briefings
- Prepare concise pre-meeting briefs that cover:
- Who’s attending and why they matter
- Objectives and expected outcomes
- Key decision points and risks
- Make sure the CEO walks into every meeting fully prepared
- Follow-ups and execution tracking (this is where great EAs stand out)
- Capture decisions, actions, owners, and deadlines
- Track progress and chase stakeholders until the job is done
- Act as a “personal project manager” to the CEO — accountability, pace, and closure
- Travel and logistics management
- Coordinate business and personal travel end-to-end
- Manage itineraries, flights, hotels, transport, visas (if needed), and last-mile logistics
- Anticipate needs and handle changes smoothly when plans shift
- Information and organisation management
- Maintain structured records of documents, contacts, and key information
- Ensure fast retrieval of critical data at any time
- Personal support (as needed)
- Manage personal appointments and select lifestyle admin
- Remove friction from the CEO’s personal schedule to protect focus
What we’re looking for
- Portuguese: fluent (spoken and written)
- English: fluent
- 5–10+ years’ experience as an Executive Assistant supporting C-level (CEO preferred)
- Background can be any sector (finance experience is nice-to-have, not required)
- High ownership and proactivity: you anticipate needs and take responsibility for outcomes
- Strong judgement: you can distinguish urgent vs important and make decisions with limited guidance
- Extremely organised with sharp attention to detail
- Discreet and trustworthy: confidentiality is non-negotiable
- Calm under pressure, solutions-first, and comfortable operating at speed
How success will be measured (KPIs)
- CEO time is protected and optimised (deep work preserved)
- Fewer unnecessary meetings and interruptions
- Consistently high-quality meeting briefs
- Strong follow-through and execution rate across stakeholders
- Clear increase in CEO productivity and focus
Title: Executive Assistant
Company: Emagine Solutions FZE
Location: Jeddah · Saudi Arabia
