Department: Management / Operations
Location: Saudi Arabia
Reporting To: Management
Job Purpose
We are looking for a proactive, organized, and highly responsible Executive Assistant to Management to support day-to-day business activities, customer payment follow-ups, intercompany coordination, internal team follow-ups, social media activities, and general management support.
The ideal candidate should have excellent communication and coordination skills, be comfortable dealing with customers and internal teams, and have good knowledge of social media platforms and digital communication.
Key Responsibilities
1. Customer Payment & Collection Follow-up
Follow up with customers for outstanding payments and overdue invoices.
Maintain regular communication with customers regarding payment status and expected payment dates.
Coordinate with the Finance/Accounts team to monitor outstanding receivables.
Prepare and maintain customer payment follow-up reports.
Escalate delayed or critical payments to Management.
Ensure regular follow-up until payments are received and properly allocated.
2. Intercompany Coordination
Follow up with internal teams and overseas offices regarding intercompany transactions and outstanding matters.
Coordinate with different country offices for intercompany invoices, statements, payments, and reconciliations.
Follow up with respective teams to ensure timely closure of intercompany outstanding items.
Prepare regular status updates for Management.
3. Social Media & Digital Communication
Manage and maintain the company's social media presence, particularly LinkedIn and other relevant platforms.
Prepare and coordinate professional posts related to company activities, achievements, services, projects, and business updates.
Coordinate with Management and relevant departments to collect content and information for social media.
Monitor engagement and maintain a professional corporate image across social media platforms.
Assist with basic content creation, including posts, captions, images, and business updates.
Stay updated with current social media trends and digital marketing practices.
4. Management Support
Provide day-to-day administrative and business support to Management.
Manage follow-ups, action points, appointments, meetings, and important deadlines.
Prepare reports, presentations, summaries, and business correspondence as required.
Coordinate meetings with customers, suppliers, agents, and internal teams.
Maintain confidentiality of business and management information.
Follow up on instructions given by Management and ensure timely completion.
5. Internal Team Coordination
Coordinate with different departments to follow up on pending tasks and Management instructions.
Monitor action points and provide regular updates to Management.
Ensure important matters are followed up until completion.
Assist in coordinating between Operations, Sales, Finance, HR, and other departments.
6. General Business Support
Assist with preparing business reports, presentations, trackers, and management updates.
Support customer meetings and business development activities when required.
Assist in preparing company communications and professional correspondence.
Handle other business-related assignments given by Management.
Candidate Requirements
Bachelor's degree in Business Administration, Management, Finance, Marketing, or a related field.
2–5 years of relevant experience in executive assistance, business administration, customer coordination, collections, or a similar role.
Excellent communication and interpersonal skills.
Strong follow-up and coordination skills.
Good understanding of customer payment collection and receivables follow-up.
Strong MS Office skills, particularly Excel, Word, and PowerPoint.
Good knowledge of LinkedIn and other social media platforms.
Ability to prepare professional social media content and business communications.
Good English communication skills, both written and spoken.
Arabic language skills would be an advantage.
Ability to work independently, prioritize multiple tasks, and meet deadlines.
Strong attention to detail and confidentiality.
Proactive, energetic, and willing to take ownership of assigned responsibilities.
Preferred Skills
Experience in Logistics / Freight Forwarding / Supply Chain will be an advantage.
Experience dealing with customers and corporate accounts.
Experience in payment collection and account follow-up.
Experience coordinating with international offices or intercompany teams.
Basic knowledge of digital marketing and social media management.
Strong organizational and reporting skills.
Key Performance Areas
The successful candidate will be expected to demonstrate:
Timely and consistent customer payment follow-up.
Effective closure of intercompany outstanding matters.
Timely completion of Management's action points.
Professional and consistent social media activity.
Effective coordination between departments and offices.
Accurate and timely management reports.
Strong customer and internal stakeholder communication.
Ability to handle multiple responsibilities with minimal supervision.