Executive Assistant - SAUDIS ONLY

About SiFi

SiFi is a fast-growing B2B FinTech company specializing in spend management and card issuance solutions. We help companies take control of their spending, streamline expense workflows, and operate with greater efficiency.

Role Overview

The Executive Assistant to the CEO provides executive support to the CEO and supports SiFi’s Admin and Facilities department in running the office.

As Executive Assistant, you will keep the CEO’s schedule, meetings, documents and follow-ups running so nothing is missed. On the admin and facilities side, you will help with day-to-day office needs: supplies, maintenance requests, vendors, visitors and logistics.

We are looking for someone who is hard working, accessible, disciplined and highly computer literate: a person who follows through without reminders, responds quickly and runs their work through digital tools rather than paper. Excellent written and spoken English is essential.

1. Executive Support & Calendar Management

· Manage the CEO’s calendar, appointments, meetings and daily schedule, ensuring priorities are organized and conflicts are resolved proactively.

· Coordinate meetings with internal and external stakeholders, including VIPs, board members, regulators, business partners and visitors.

· Prepare meeting invitations, agendas and materials; take notes, track action items and follow up until they are closed.

· Manage the CEO’s business travel: flights, hotels, visas, ground transport and itineraries.

· Schedule and coordinate board and committee meetings, including the external boards the CEO sits on: calendars, invitations, meeting packs and logistics.

· Draft and manage the CEO’s correspondence and documents.

· Handle sensitive executive communications and information with discretion and confidentiality.

2. Document & Signature Coordination

· Prepare and circulate documents for signature, review or approval, and track them until they are signed and returned on time.

· Maintain organized digital records of completed documents, shared securely and stored appropriately.

3. VIP & Visitor Coordination

· Coordinate visits from the CEO’s guests, VIPs, senior executives and external stakeholders.

· Arrange visitor schedules, meeting rooms, access, reception, hospitality and transportation in advance.

4. Admin & Facilities Support

· Support the Admin and Facilities department with day-to-day office operations, working under its direction.

· Raise and follow up on maintenance, cleaning, repair and other facility requests with building management and service providers.

· Monitor and order office supplies, and keep meeting rooms and common areas ready and presentable.

· Coordinate with vendors, and help track service requests, purchase requests and invoices.

· Help keep records of office assets, licenses and renewal dates up to date.

· Help prepare workspace and access for new joiners, and support company events and internal logistics.

5. Digital Tools & Tracking

· Keep the CEO’s action items, documents and requests in digital trackers (e.g. Excel, Notion), not paper or scattered email.

· Give the CEO a regular update on open items and upcoming deadlines.

6. Other Responsibilities

· Provide administrative support to the CEO and management team, and take on other related responsibilities as assigned.

Requirements

· Proven experience as an Executive Assistant, ideally supporting a CEO or senior executive.

· Experience supporting board and committee meetings.

· Excellent written and spoken English.

· Exposure to office administration or facilities coordination.

· Strong computer skills: Microsoft Office (especially Excel and Outlook) or Google Workspace, and quick to learn new tools such as Notion, electronic signature platforms and AI assistants.

· Disciplined and highly organized: manages many priorities at once and meets deadlines without reminders.

· Hard working and accessible: responsive, dependable and available to support the CEO after working hours.

· Professional and confident with VIPs, senior executives and external stakeholders.

· Willingness to work on-site in Riyadh, Saudi Arabia.

· Saudi nationals only.