Executive Assistant to the CEO

Madar is a leading Saudi digital logistics platform, owned by Elm transforming transportation management across industries. It connects shippers, carriers, and logistics partners through a unified ecosystem that delivers visibility, efficiency, and automation. Madar enables seamless shipment execution, financial integration, and real-time tracking - redefining the future of logistics in the Kingdom and beyond.

Madar is seeking a highly organized, professional, and proactive Executive Secretary to the CEO to join our team and provide high-level executive and administrative support to the Chief Executive Officer. In this role, you will be responsible for managing the CEO’s day-to-day schedule, meetings, correspondence, and executive commitments, while ensuring effective follow-up on key decisions and assignments.

To provide direct executive and administrative support to the Chief Executive Officer (CEO) by effectively managing schedules, appointments, meetings, correspondence, information, and documentation. The role is responsible for following up on assignments and decisions, ensuring the efficiency of the CEO’s activities and facilitating smooth communication with executives, stakeholders, and external parties

Requirements

Key Responsibilities

1. CEO Office Management

Manage and organize the CEO’s calendar, appointments, and meetings. Prioritize meetings, requests, and commitments based on business priorities. Coordinate with executive management, Board members, and external parties. Organize official visits, interviews, and business meetings. Ensure the CEO’s schedule is efficiently managed and aligned with business priorities.

2. Meetings & Follow-Up

Coordinate and schedule meetings for the CEO, including preparing agendas and required materials. Attend meetings when required and prepare accurate meeting minutes. Follow up on decisions, assignments, and action items to ensure timely completion. Maintain action trackers and provide timely reminders on high-priority tasks. Monitor pending actions and provide regular updates to the CEO.

3. Correspondence & Communication

Manage and organize the CEO’s emails, correspondence, and communications. Draft and prepare official letters, emails, and business correspondence when required. Facilitate communication between the CEO and various departments. Handle confidential and sensitive information with the highest level of professionalism and discretion. Ensure timely and accurate responses to requests and communications.

4. Reports & Presentations

Prepare and organize reports, presentations, and briefing materials for meetings. Collect and consolidate information and data from different departments when required. Maintain and organize the CEO’s files, documents, and records. Ensure all executive documents are accurate, up to date, and easily accessible.

5. Travel & Executive Support

Arrange business travel, including flights, hotels, transportation, and related requirements. Prepare detailed travel itineraries, meeting schedules, and visit plans. 1

• Coordinate with internal and external parties to ensure smooth execution of business trips and executive engagements. Provide administrative support for executive assignments and special projects when required.

6. Stakeholder Coordination

Communicate professionally with Board members, executive management, clients, partners, government entities, and other stakeholders. Facilitate effective communication between the CEO and relevant internal and external stakeholders. Represent the CEO’s office in a professional manner that reflects the company’s standards, reputation, and position. Maintain strong professional relationships with key stakeholders.

Key Performance Indicators (KPIs)

Accuracy and efficiency in managing the CEO’s calendar and schedule.

Timely follow-up and closure of assignments and action items.

Responsiveness to correspondence, requests, and executive requirements.

Quality and effectiveness of meeting organization and executive materials.

CEO and stakeholder satisfaction. Compliance with confidentiality and proper handling of sensitive information.

Timely preparation of reports, presentations, and required documentation.

Qualifications & Experience

Bachelor’s degree in Business Administration, Management, Communications, or a related field.

3-5 years of relevant experience in Executive Assistance, Executive Secretary, Personal Assistant, or a similar role.

Previous experience supporting a CEO, C-Level Executive, or senior management is highly preferred.

Excellent written and verbal communication skills in English and Arabic.

Strong organizational and time-management skills.

Excellent attention to detail and ability to manage multiple priorities.

Strong proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.

High level of professionalism, discretion, and confidentiality.

Strong interpersonal and stakeholder management skills.

Ability to work under pressure and handle sensitive matters with maturity and professionalism.