Executive Coordinator – Operations & Management

Executive Coordinator – Operations \& Management

Location: Eastern Province, Saudi Arabia
Department: Executive Office / Management
Reporting To: Managing Director
Experience: 3–6 years
Employment Type: Full-time

About the Role

We are looking for a highly organized, proactive and trustworthy Executive Coordinator – Operations \& Management to work directly with the Managing Director and support the execution of management decisions across the organization.

This is not a conventional secretary or administrative position.

The successful candidate will act as a key coordination and follow-up person for the Managing Director, ensuring that instructions, decisions, projects and departmental activities are properly assigned, followed up and completed.

The ideal candidate must be a STRONG EXECUTOR, COORDINATOR \& FOLLOW UP PERSON who can communicate confidently with employees, supervisors and department heads.

Key Responsibilities

Executive \& Management Support

• Maintain the Managing Director's action and follow-up list.
• Coordinate meetings, appointments and management activities.
• Prepare meeting agendas and action points.
• Follow up on decisions and instructions issued by management.
• Maintain confidentiality regarding management and company matters.
• Prepare daily, weekly and monthly management updates.

Department Coordination

• Schedule and coordinate weekly meetings with different departments.
• Collect departmental updates and pending requirements.
• Maintain department action trackers.
• Follow up with responsible employees and managers on deadlines.
• Identify delays, bottlenecks and unresolved issues.
• Escalate important issues to the Managing Director with clear information.

Project Follow-up

• Monitor ongoing company projects and activities.
• Track schedules, responsibilities, materials, procurement and deliverables.
• Coordinate between departments, suppliers, contractors and project teams.
• Ensure agreed actions are completed on time.

Employee Productivity \& KPI Follow-up

• Assist management in monitoring employee productivity.
• Maintain task and performance trackers.
• Prepare productivity and departmental performance reports.
• Follow up on overdue tasks and commitments.

HR \& Administrative Coordination

• Support HR in recruitment coordination, training schedules and employee-related activities.
• Coordinate internal company communications and activities.
• Assist departments with management requirements.

What We Are Looking For

• 3–6 years of relevant experience.
• Excellent English communication skills.
• Strong Excel and reporting skills.
• Excellent organizational and follow-up abilities.
• Confident dealing with employees and managers.
• Strong delegation and coordination ability.
• Ability to manage multiple activities simultaneously.
• Proactive and solution-oriented.
• High level of integrity, confidentiality and trustworthiness.
• Ability to work independently with minimal supervision.
• Willingness to work across multiple departments and business activities.

The Ideal Candidate

We are looking for someone who does not simply report problems.

We want someone who says:

“This is the issue. I have assigned it to the responsible person, the deadline is Thursday, and I will follow up and close it.”

Strong execution, discipline and follow-through are essential.

Key Performance Indicators

• Completion of management action items.
• Departmental follow-up and action closure.
• Timely management reporting.
• Project follow-up accuracy.
• Weekly departmental meeting discipline.
• Employee/task follow-up.
• Reduction in overdue activities.
• Quality and accuracy of management information.

If you are highly organized, confident, proactive and enjoy making things happen, we would like to hear from you.

Ability to commute/relocate:

• Al Khobar: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Should Demonstrate Strong Project Management and Implementation Skills

Education:

• Bachelor's (Preferred)

Willingness to travel:

• 50% (Preferred)

Work Location: In person