Assistant Manager - CEO

Job Purpose

The Assistant Manager to the CEO provides high-level administrative support and serves as a trusted gatekeeper to ensure the CEO’s schedule, communications, and priorities are efficiently managed. The PA will act as a liaison between the CEO and internal/external stakeholders, coordinate executive communications, and contribute to the effectiveness of executive operations across the ATS Aviation Group.

Key Responsibilities

1. Executive Support

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.

• Organize and prioritize incoming communications (emails, calls, correspondence); draft, review, and respond to messages as needed.

• Prepare and edit reports, presentations, proposals, minutes, and briefing documents.

• Coordinate CEO’s domestic and international travel itineraries, including flights, accommodations, visas, and ground transportation.

• Track and follow up on delegated tasks and projects, ensuring deadlines and commitments are met.

2. Office Management & Coordination

• Handle confidential and sensitive information with absolute discretion and professionalism.

• Coordinate with departments and subsidiaries (e.g., ATS Medical, ATS Technic, ATS Food) to gather reports, updates, and feedback for the CEO.

• Act as the point of contact between the CEO and internal/external stakeholders, including VIP clients, partners, investors, and board members.

• Assist in preparing for internal and external meetings (e.g., board meetings, management reviews, investor pitches), including agenda planning and document preparation.

3. Communication & Liaison

• Draft professional communications on behalf of the CEO, including emails, letters, executive memos, and speeches.

• Maintain relationships with key stakeholders, scheduling high-level meetings and ensuring timely follow-up.

• Translate business priorities into daily agendas and ensure the CEO’s time is aligned with organizational goals.

4. Research & Reporting

• Conduct research and provide background information, briefings, and summaries to support executive decisions.

• Monitor industry developments, news, and competitor activity relevant to the CEO’s focus areas.

• Compile and submit expense reports, approval forms, and other executive documentation as required.

5. Event & Engagement Planning

• Coordinate high-level events, forums, conferences, and speaking engagements involving the CEO.

• Ensure the CEO is well-prepared for all engagements with necessary materials, profiles, and talking points.

Qualifications & Experience

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

• Minimum 5–7 years of proven experience as an Executive Assistant, Personal Assistant, or in a similar administrative role supporting C-suite executives.

• Prior experience in aviation, logistics, or government services is a strong advantage.

Skills & Competencies

• Organizational Excellence: Strong ability to multitask, prioritize, and maintain attention to detail.

• Communication: Excellent written and verbal communication skills in English; Arabic is an advantage.

• Discretion & Integrity: Demonstrated ability to handle confidential and sensitive information.

• Interpersonal Skills: Confident, professional, and proactive demeanour with high emotional intelligence.

• Tech Savvy: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), cloud systems, and communication tools (Teams, Zoom).

• Time Management: Ability to anticipate needs, manage a demanding schedule, and adapt quickly to change.

• Initiative: Self-motivated, resourceful, and solution-oriented.

Working Conditions

• Standard working hours: Monday to Friday, 9:00 AM – 6:00 PM, with flexibility to work outside these hours based on CEO’s schedule.

• Occasional travel may be required.

• Role requires a high degree of availability and responsiveness.

Confidentiality Clause

This role requires strict adherence to company confidentiality policies and handling of sensitive executive-level information with the highest level of discretion and professionalism.