Executive Secretary

Roles and responsibilities

1. Executive Support

• Provide comprehensive administrative support to senior executives, including managing schedules, coordinating meetings, and preparing briefing materials.
• Serve as a liaison between executives and other departments, ensuring smooth communication and coordination.

2. Calendar and Appointment Management

• Organize and manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Ensure executives are aware of and prepared for all meetings by providing agendas, background materials, and any necessary information.

3. Travel and Logistics Coordination

• Arrange domestic and international travel plans, including flights, accommodations, visas, and ground transportation.
• Prepare detailed itineraries and ensure executives have all necessary travel documents and arrangements in place.

4. Document Preparation and Management

• Draft, proofread, and format correspondence, reports, presentations, and other documents, ensuring accuracy and confidentiality.
• Maintain and organize files, both electronic and paper, ensuring easy access and proper documentation for future reference.

5. Meeting Coordination and Minutes

• Arrange executive meetings, conferences, and events, handling logistics such as room setup, catering, and equipment.
• Take meeting minutes, capture key discussions and action items, and follow up on decisions to ensure implementation.

6. Communication Management

• Screen phone calls, emails, and other communications, directing them to the appropriate person or department when necessary.
• Respond to inquiries and represent the executive in a professional manner to internal and external stakeholders.

7. Project and Task Coordination

• Assist executives in managing and prioritizing tasks, ensuring deadlines are met and follow-up actions are completed.
• Support projects by coordinating team activities, tracking progress, and reporting on key milestones.

8. Confidentiality and Discretion

• Handle sensitive and confidential information with the utmost discretion, maintaining trust and integrity.
• Ensure that company policies, legal requirements, and cultural sensitivities are respected at all times.

9. Office and Resource Management

• Oversee office resources, order supplies, and ensure that necessary equipment is available and maintained for executive needs.
• Coordinate with administrative and support staff to ensure the executive's work environment is efficient and well-organized.

10. Executive Reporting and Analysis

• Assist in compiling data, preparing reports, and conducting research on topics relevant to the executive's work.
• Provide regular updates on project status, task completion, and key information to help the executive make informed decisions.

Desired candidate profile

1. Educational Background

• Bachelor’s degree in Business Administration, Management, or a related field.
• Relevant certifications in office administration, executive assistance, or secretarial studies are a plus.

2. Experience

• Minimum of 3-5 years of experience in an executive assistant or secretarial role, ideally within a corporate or government setting in Saudi Arabia.
• Experience working with senior executives, demonstrating the ability to handle high-pressure situations and complex schedules.

3. Key Skills

• Organizational Skills: Proficiency in managing multiple priorities, organizing executive schedules, and keeping all tasks aligned with the executive’s needs.
• Communication Skills: Excellent verbal and written communication skills in both Arabic and English, with the ability to convey information clearly and professionally.
• Time Management: Strong time-management skills to meet deadlines, manage tasks efficiently, and support the executive’s productivity.
• Technical Proficiency: Comfortable using office software (Microsoft Office, Google Workspace), with proficiency in calendar management, travel booking systems, and basic data analysis tools.
• Attention to Detail: Meticulous approach in preparing reports, documents, and presentations to ensure accuracy and professional quality.

4. Personal Traits

• Professional Appearance: Presents a well-groomed, professional image in line with the executive's level and the organization’s standards.
• Confidentiality and Integrity: Ability to handle sensitive information discreetly, maintaining high ethical standards and confidentiality.
• Adaptability and Proactiveness: Flexibility to handle changing priorities and proactively anticipate the executive's needs.
• Cultural Awareness: Understanding and respecting Saudi cultural norms and values, ensuring that interactions align with local customs and etiquette.
• Interpersonal Skills: Strong interpersonal abilities to build positive relationships with colleagues, clients, and key stakeholders.

5. Language Skills

• Fluent in Arabic (native-level proficiency) and English (professional working proficiency).
• Additional language skills can be an asset, particularly if the organization interacts with international partners.

6. Professional Attributes

• Problem-Solving Skills: Resourceful in finding solutions to scheduling conflicts, logistical challenges, and unexpected issues.
• High Level of Discretion: Ability to maintain executive-level confidentiality, handling private information and sensitive documents securely.
• Dependability and Punctuality: Consistently reliable and punctual, demonstrating commitment and dependability in fulfilling responsibilities.
• Analytical Abilities: Capable of conducting research, compiling reports, and presenting information that supports executive decision-making.