CEO Office Manager – Engineering Background

SHEHABCO is seeking a highly organized, proactive, and results-oriented CEO Office Manager to provide high-level administrative, coordination, and operational support to the CEO while ensuring the smooth ,and efficient functioning of the CEO Office.

Job Summary:

The CEO Office Manager will serve as a key point of coordination between the CEO, internal teams, clients, suppliers, and other external stakeholders. The successful candidate will be responsible for managing the CEO’s schedule, facilitating communication, coordinating meetings and business activities, handling confidential information, and supporting a wide range of administrative and operational requirements.

This role requires exceptional organizational skills, discretion, attention to detail, communication abilities, and the capacity to manage multiple priorities in a fast-paced business environment.

Key Responsibilities:

- Act as the primary point of contact between the CEO, employees, clients, suppliers, and external stakeholders.

- Provide comprehensive administrative and executive support to the CEO, including correspondence, communication, coordination, follow-up, and problem resolution.

- Manage and maintain the CEO’s calendar, appointments, meetings, and daily schedule.

- Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, and related logistics.

- Coordinate the preparation, review, and timely distribution of management reports, presentations, and documents for board and executive meetings.

- Prepare meeting agendas, supporting materials, and presentations, and ensure all required documents are available in advance.

- Attend meetings, prepare accurate minutes, and ensure proper distribution and follow-up on agreed actions.

- Develop and maintain efficient filing, documentation, indexing, and information-management systems to ensure fast and secure access to critical information.

- Conduct research, prepare reports, collect information, and perform administrative analysis as required by the CEO.

- Coordinate and support company events, meetings, seminars, and corporate activities.

- Develop, maintain, and regularly update the company profile and corporate presentation materials.

- Welcome visitors and handle telephone and email inquiries professionally, directing them to the appropriate person or department.

- Manage office supplies, stationery, equipment, and related administrative requirements.

- Prepare, organize, and distribute documents and materials required for internal and external meetings.

- Draft, review, and coordinate business correspondence, letters, reports, and other official documents.

- Handle confidential and sensitive information with the highest level of discretion and ensure that all confidential documents remain secure.

- Review contracts and coordinate with clients and relevant stakeholders regarding required amendments, clarifications, and negotiations, where applicable.

- Manage and coordinate the company’s international purchasing activities, including supplier communication, logistics, payment coordination, shipping documentation, and related follow-up.

- Follow up on pending actions and ensure timely execution of decisions and instructions issued by the CEO.

- Perform other duties and responsibilities as assigned by the CEO.

Job Requirements

- Bachelor’s degree in Engineering , or a related field.

- Minimum 5 years of relevant experience in executive assistance, office management, administration, or a similar role.

- Strong knowledge of office management practices and basic accounting procedures.

- Good understanding of business terminology and the ability to deal with technical and commercial documentation.

- Strong research, reporting, documentation, and information-management skills.

- Excellent organizational and time-management abilities, with strong attention to detail.

- Ability to multitask, prioritize competing demands, and work effectively under pressure.

- Excellent verbal and written communication skills in English and Arabic.

- Strong interpersonal, coordination, negotiation, and problem-solving skills.

- High level of integrity, professionalism, discretion, and confidentiality.

- Excellent command of Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.

- Strong ability to work independently while coordinating effectively with multiple departments and stakeholders.

- Professional appearance and strong business etiquette.

What We Offer

- Competitive salary and benefits package.

- Opportunity to work closely with senior management in a dynamic business environment.

- Exposure to a multicultural and diverse working environment.

- Continuous learning and professional development opportunities.

- Employee wellness and engagement activities.

- Opportunity for career growth within SHEHABCO.

How to Apply

Interested candidates are invited to send their updated CV to:

[hr@shehabco.net]

Please mention “CEO Office Manager” in the email subject line.