Executive Assistant General

Overview

Executive Assistant General Jobs in الرياض at Dyarco for Operations Services

Key Responsibilities Executive & Administrative Support

• Manage the General Manager’s daily schedule, appointments, meetings, and reminders.
• Prepare meeting agendas, presentations, reports, minutes, and follow-up action points.
• Maintain confidential company and management documents.
• Prepare correspondence, letters, emails, memos, and official communications on behalf of the General Manager.
• Organize and maintain physical and electronic filing systems.
• Track important deadlines, renewals, contracts, and management requirements.
• Handle incoming and outgoing communications and ensure timely follow-up.

Operations Coordination

• Coordinate with Operations Managers, Supervisors, Engineers, Technicians, HR, Accounts, Procurement, and other departments.
• Follow up on daily operational activities and provide updates to the General Manager.
• Monitor pending operational issues and ensure they are followed up until closure.
• Assist in coordinating manpower requirements, site deployment, maintenance schedules, and operational activities.
• Follow up on client complaints, service requests, and corrective actions.
• Assist in preparing daily, weekly, and monthly operational reports.

Client & Business Coordination

• Communicate professionally with clients, property managers, consultants, suppliers, and other stakeholders when required.
• Schedule client meetings and coordinate site visits.
• Prepare documents and presentations required for client meetings.
• Follow up on client requests and ensure the relevant department responds on time.
• Maintain records of client communications, complaints, and pending actions.

Maintenance & Facilities Support

• Assist the General Manager in monitoring general maintenance activities such as:
• Electrical works
• Plumbing
• HVAC
• Civil maintenance
• Carpentry
• Painting
• General repairs
• Preventive maintenance
• Cleaning and housekeeping
• Landscaping and irrigation
• Other facility management services
• Coordinate with technical teams regarding work schedules and completion status.
• Follow up on preventive and corrective maintenance activities.
• Assist with preparation and monitoring of maintenance reports and checklists.

Reporting & Documentation

• Prepare management reports, presentations, dashboards, and summaries.
• Collect information from different departments and consolidate it for management review.
• Maintain records of contracts, quotations, purchase orders, work orders, client communications, and project documents.
• Monitor outstanding tasks and prepare follow-up reports.
• Assist in preparing monthly management review reports.

HR & Staff Coordination

• Coordinate with HR regarding employee-related matters when requested by the General Manager.
• Assist with staff meetings, disciplinary matters, attendance issues, and employee communications.
• Follow up on manpower requirements and staff deployment.
• Maintain confidentiality of employee and management information.

Procurement & Accounts Coordination

• Follow up with Procurement regarding quotations, purchase orders, materials, tools, and equipment.
• Coordinate with Accounts regarding invoices, payments, outstanding amounts, and supplier documentation.
• Assist in comparing quotations and preparing information for management approval.
• Follow up on pending approvals and payments.

3. Meetings & Follow-Up

• Attend management meetings and prepare accurate minutes.
• Maintain an Action Tracker for decisions and pending tasks.
• Follow up with responsible personnel regarding deadlines.
• Provide regular updates to the General Manager regarding completed and outstanding tasks.
• Ensure management instructions are communicated to the relevant departments.

4. Required Skills & Qualifications

• Bachelor’s degree in Business Administration, Management, Office Administration, or a related field.
• 3–5 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or similar position.
• Experience in a maintenance, facilities management, construction, landscaping, hospitality, or operations company is preferred.
• Excellent English communication skills, both written and verbal.
• Strong knowledge of MS Office, especially Excel, Word, PowerPoint, and Outlook.
• Strong organizational and time-management skills.
• Ability to prepare professional reports and presentations.
• Strong follow-up and coordination skills.
• Ability to handle confidential information.
• Knowledge of general maintenance and facilities operations will be an advantage.

5. Key Competencies

• Excellent communication and interpersonal skills
• Strong organizational ability
• Professional attitude and appearance
• Problem-solving skills
• Attention to detail
• Time management
• Multitasking ability
• Strong follow-up skills
• Team coordination
• Confidentiality and discretion
• Ability to work under pressure
• Proactive and responsible approach

6. Key Performance Indicators (KPIs)

• Timely completion of General Manager’s assigned tasks and follow-ups.
• Accuracy and quality of reports and documentation.
• Timely coordination between departments.
• Effective follow-up of client complaints and operational issues.
• Proper maintenance of management records and action trackers.
• Timely preparation of meeting minutes and reports.
• Response time to management requests.
• Accuracy and confidentiality of information handled.
• Overall effectiveness in supporting the General Manager.

7. Working Conditions

The position is primarily office-based but may require site visits, client meetings, and coordination with maintenance teams at different locations.

The employee may be required to work beyond normal working hours when necessary to support management requirements, urgent operational matters, client requirements, or meetings.

8. Reporting Structure

Reports Directly To: General Manager
Coordinates With: Operations, Maintenance, Engineering, HR, Accounts, Procurement, Administration, Supervisors, Site Teams, Clients, and Suppliers.

Pay: From ﷼5,000.00 per month

Work Location: In person

Title: Executive Assistant General

Company: Dyarco for Operations Services

Location: الرياض