Executive & Administrative Assistant

We are looking for a highly organized, proactive, detail-oriented, and reliable Executive Assistant to work closely with the CEO and support executive coordination and the company’s day-to-day operations.

The ideal candidate has strong communication skills, excellent follow-up discipline, high attention to detail, and the ability to manage multiple tasks and priorities effectively. This person should be comfortable coordinating with different departments, following up with team members and managers, managing meetings and documentation, and handling confidential information with professionalism and discretion.

The role requires a proactive and execution-oriented person who does not simply receive and pass on requests, but actively follows up to ensure that tasks and commitments are completed on time.

Key Responsibilities

Executive Support
● Manage and coordinate the CEO’s calendar, meetings, appointments, reminders, and daily schedule.
● Coordinate communication between the CEO and internal departments and team members.
● Follow up with department heads, managers, and team members regarding assigned tasks, deadlines, and pending actions.
● Ensure that requests and commitments made by the CEO are properly communicated and followed through.
● Manage incoming requests and communications to the CEO and ensure appropriate prioritization and follow-up.
● Support the CEO in organizing daily priorities and keeping track of important pending matters.
● Handle confidential and sensitive company, financial, commercial, employee, and executive information with discretion.

Meeting Coordination & Follow-up
● Coordinate meetings with internal and external stakeholders.
● Prepare meeting agendas, required documents, presentations, and other meeting materials.
● Take meeting notes and accurately record key decisions, action items, responsible persons, and deadlines.
● Prepare and circulate meeting minutes and follow-up actions when required.
● Follow up with responsible individuals after meetings and ensure agreed actions are completed.
● Maintain an organized record of important decisions, commitments, and pending actions.

Administrative & Documentation Support
● Prepare, organize, file, and maintain company and executive documents.
● Support document control activities, including formatting, naming, storing, organizing, and circulating documents.
● Maintain organized digital and physical records when required.
● Assist with preparing presentations, reports, letters, internal notes, and other business documents.
● Support general administrative activities related to the CEO and management team.

Coordination & Office Operations
● Coordinate with internal departments to ensure timely completion of assigned tasks and requests.
● Communicate professionally with employees, managers, clients, suppliers, and external contacts.
● Coordinate appointments, visitors, calls, courier services, supplies, and other general office requirements when needed.
● Support business meetings, company events, training sessions, and other management activities.
● Coordinate business travel and related arrangements when required.

Requirements
● 2+ years of experience in Executive Assistance, Administrative Coordination, Office Coordination, Project Coordination, or a similar role.
● Previous experience supporting a CEO, Founder, C-Level executive, or senior manager is preferred.
● Strong and proven ability in follow-up, task tracking, coordination, and execution.
● Excellent organizational skills and strong attention to detail.
● Strong time management and ability to manage multiple priorities simultaneously.
● Excellent written and verbal communication skills in Persian and English.
● Strong interpersonal and communication skills with the ability to work effectively with different levels of the organization.
● Proficiency in Microsoft Office, Google Workspace, email, calendar tools, and general office software.
● Familiarity with task management and project coordination tools is a plus.
● Ability to handle confidential information with professionalism and discretion.
● Strong sense of responsibility, reliability, and ownership.
● Ability to work independently and proactively in a fast-paced environment.

Key Competencies
The ideal candidate should demonstrate:
● Exceptional follow-up discipline
● Strong organizational skills
● High attention to detail
● Proactive mindset
● Strong ownership and accountability
● Excellent communication skills
● Reliability and discretion
● Strong time management
● Ability to manage multiple priorities
● Problem-solving ability
● Professionalism and trustworthiness
● Ability to work independently