Executive Assistant - QHC0004

Executive Assistant

General Job Information

• Job Title: Executive Assistant
• Department: Executive Office
• Reporting Line: Executive Director / Senior Leadership
• Location: King Faisal Specialized Hospital / Riyadh, KSA
• Job Grade: TBC

Role Summary

The Executive Assistant provides high-level executive, operational, and coordination support to senior leadership, ensuring seamless execution of strategic priorities. The role acts as a central coordination hub across departments, ensuring alignment, follow-through, and effective communication.

Key Responsibilities

• Executive Office & Priority Management

Manage complex and dynamic calendars, ensuring prioritization of strategic initiatives, leadership engagements, and governance requirements

• Anticipate scheduling conflicts and proactively resolve them while optimizing leadership time utilization
• Prepare high-quality briefing materials, including background notes, summaries, presentations, and decision-support documents
• Strategic Execution & Follow-Up
• Track execution of leadership priorities and cross-functional initiatives
• Maintain structured trackers and dashboards to monitor progress, deadlines, and accountability
• Follow up with internal stakeholders to ensure timely delivery and escalate delays where necessary
• Governance & Decision Support
• Coordinate executive committees, steering committees, and governance forums
• Prepare agendas aligned with business priorities and decision requirements
• Document key decisions, risks, and action items, ensuring full traceability and closure
• Stakeholder & Communication Management
• Act as the primary coordination point between leadership and internal/external stakeholders
• Draft executive communications, reports, and official correspondence
• Handle confidential and sensitive information with professionalism and discretion
• Operational Excellence & Process Improvement
• Maintain structured documentation, filing systems, and records
• Coordinate logistics for executive meetings, events, and external engagements
• Continuously improve administrative and coordination processes

Key Performance Matrix

• Ensure optimal utilization of executive time through effective scheduling and prioritization
• Maintain high completion rate of action items within agreed timelines
• Deliver high-quality executive materials with minimal rework
• Demonstrate proactive stakeholder coordination and responsiveness
• Ensure governance meetings are structured, documented, and tracked to closure

Qualifications

• Bachelor's degree in Business Administration or related field
• 6-10 years supporting senior executives

Core Competencies

• Executive Coordination
• Communication Excellence
• Confidentiality
• Organizational Effectiveness
• Stakeholder Management