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Job Description – Executive Secretary to Mr. Abdulaziz Almoosa

Position Title: Executive Secretary

Reports To: Mr. Abdulaziz Almoosa, Chairman

Location: AlJubail, AlKhobar, AlAhsa, Saudi Arabia

The Executive Secretary will provide high-level bilingual (Arabic & English) administrative, organizational, and communication support directly to Mr. Abdulaziz Almoosa. The role requires exceptional professionalism, discretion, and efficiency in managing sensitive information, coordinating complex schedules, and ensuring smooth executive operations. The candidate must be proactive, resourceful, and capable of navigating a fast-paced environment with diverse stakeholders across Saudi Arabia and internationally.

Key Responsibilities:

• Executive Support & Administration:
  • Manage the Chairman’s bilingual schedule, correspondence, and documentation in both English and Arabic.
  • Draft, review, and translate professional communications (emails, reports, presentations) between Arabic and English as needed.
  • Handle confidential matters with the highest level of discretion.
  • Ensure timely follow-up on tasks and priorities across multiple business interests.
• Communication & Coordination:
  • Act as the primary bilingual liaison between the Chairman and internal/external stakeholders.
  • Prepare agendas, minutes, and summaries in both English and Arabic for meetings.
  • Communicate effectively with government bodies, international partners, and business executives.
  • Facilitate seamless cross-cultural communication.
• Project & Business Support:
  • Provide bilingual support for contracts, memorandums, and reports.
  • Conduct research and prepare briefing materials in English and Arabic.
  • Support project tracking, ensuring alignment with deadlines and deliverables.
  • Support in vendor registration.
• Travel & Event Management:
  • Arrange bilingual documentation for visas, travel itineraries, and accommodations.
  • Coordinate logistics for local and international meetings, conferences, and corporate events for both Mr. Almoosa and his family.
• Strategic & Analytical Support:
  • Assist in preparing business briefs, executive summaries, and talking points for meetings.
  • Monitor key industry news and provide summaries relevant to the Chairman’s business interests.
  • Help in prioritizing opportunities, partnerships, and strategic tasks.
• Stakeholder & Relationship Management:
  • Act as the Chairman’s representative in certain communications with government, private sector, and international partners.
  • Maintain a strong network of contacts on behalf of the Chairman and follow up on relationship management.
  • Ensure smooth coordination with VIP visitors and dignitaries.
• Digital & Technology Proficiency:
  • Manage digital tools such as project trackers (Asana, Trello, or similar).
  • Handle video conferences, webinars, and hybrid meetings.
  • Maintain secure digital filing systems and archiving in Arabic & English.
• Professional Development & Representation:
  • Prepare polished presentations in Arabic & English for conferences or internal reviews.
  • Ensure brand alignment and professionalism in all communications.
• Personal Assistance:
  • Oversee some personal scheduling and family coordination if authorized.
  • Manage personal travel and high-level hospitality arrangements.

Qualifications & Requirements:

• Education: Bachelor’s degree in Business Administration, Management, or related field.
• Experience: Minimum 5 of proven experience supporting C-level executives.
• Languages: Fluency in Arabic and English (reading, writing, and speaking) is mandatory.

Skills:

• Professional translation and drafting skills between Arabic & English.
• High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking ability.
• Excellent interpersonal skills with cultural sensitivity.
• Ability to manage confidential matters with discretion.

Personal Attributes:

• Professional, polished, and highly presentable.
• Bilingual communicator with cross-cultural fluency.
• Flexible, proactive, and detail-oriented.
• Strong problem-solving and decision-making skills.
• Reliable, trustworthy, and discreet.

Compensation & Benefits:

• Competitive salary package based on experience.
• Housing allowance, transportation allowance, and medical insurance.
• Annual leave and travel benefits.
• Performance-based bonus opportunities.