Executive Secretary📣 Job Ad

About the Job:
One of our clients is looking for an Executive Secretary who provides high-level administrative and organizational support to senior executives. This role involves managing schedules, handling confidential information, coordinating communications, and ensuring smooth daily operations of the executive office.

Key Responsibilities:

• Provide comprehensive administrative support to senior management or executives
• Manage executive calendars, appointments, meetings, and travel arrangements
• Prepare, review, and edit correspondence, reports, presentations, and meeting minutes
• Act as the primary point of contact between executives and internal/external stakeholders
• Handle confidential and sensitive information with discretion and professionalism
• Organize and maintain filing systems (electronic and hard copy)
• Coordinate meetings, prepare agendas, and follow up on action items
• Screen and prioritize emails, phone calls, and requests
• Assist in preparing budgets, expense reports, and procurement documentation
• Support office operations and ensure compliance with company policies

Qualifications:

• Bachelor’s degree in Business Administration, Secretarial Studies, or a related field
• Proven experience as an Executive Secretary, Executive Assistant, or similar role
• Excellent written and verbal communication skills
• Strong organizational, time-management, and multitasking abilities
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• High level of professionalism, integrity, and confidentiality
• Ability to work under pressure and meet tight deadlines

Skills & Competencies:

• Excellent communication and interpersonal skills
• Knowledge of office management procedures and workflows
• Problem-solving and decision-making abilities
• Professional appearance and demeanor
• Familiarity with ERP systems or document management systems

Join our Team as an Executive Secretary

Hodaithy International Group is actively seeking a professional and experienced Executive Secretary to support senior executives and Board Members with exceptional organizational skills and the ability to communicate effectively at an executive level.

Key Responsibilities:

• Provide comprehensive administrative and secretarial support to Board Members or the Executive Director.
• Manage calendars, meetings, appointments, and executive correspondence.
• Prepare, draft, and format meeting agendas, minutes, reports, and official documents.
• Coordinate communications on behalf of senior management.
• Maintain confidential records and handle sensitive information discreetly.
• Ensure smooth follow-up on action items, decisions, and directives.
• Organize files, documents, and records efficiently.
• Prepare hospitality requirements for visitors during arranged meetings.

Qualifications & Requirements:

• Bachelor’s degree in Sociology, Business Administration, or related field.
• Proven experience as an Executive Secretary or Senior Secretary.
• Excellent command of the English language (written and spoken).
• Strong understanding of executive communication, professionalism, and decision-making.
• Advanced organizational and time-management skills.
• Expert in drafting meeting minutes and formal correspondence.
• Located in the Eastern Province with a valid driving license.
• High level of honesty, trustworthiness, and commitment to confidentiality.

Personal Attributes:

• Professional demeanor and strong interpersonal skills.
• Ability to work under pressure and handle sensitive situations efficiently.
• Detail-oriented, proactive, and reliable.

Job Overview
We are seeking a highly organized and professional Executive Secretary to join our team in Dammam, Saudi Arabia. This role offers an excellent opportunity for a motivated individual to provide comprehensive administrative support to senior management within a dynamic and professional work environment. The ideal candidate will demonstrate strong communication skills, exceptional attention to detail, and the ability to manage multiple priorities efficiently.

Key Responsibilities

• Manage and coordinate executive calendars, including appointments, meetings, and travel arrangements.
• Organise and support internal and external meetings by preparing agendas, taking accurate minutes, and following up on action items.
• Act as the main point of contact for senior management, handling correspondence and calls with professionalism.
• Prepare, draft, and edit official correspondence, reports, presentations, and administrative documents.
• Handle confidential and sensitive information with discretion and integrity.
• Coordinate effectively with internal teams and external stakeholders to ensure smooth workflow.
• Maintain organised electronic and physical filing systems in line with best practices.
• Provide general administrative support, including office supply coordination and ad-hoc administrative tasks.
• Ensure compliance with company policies, procedures, and governance requirements.

Qualifications & Experience

• Bachelor’s degree in Law, Business Administration, Accounting, or Finance.
• Minimum of 3 years of experience in a similar role (Executive Secretary, Executive Assistant, or equivalent).
• Experience must be within a joint-stock company or a company listed on the Saudi Stock Exchange (Tadawul).

Skills & Competencies

• Strong organizational, planning, and time-management skills.
• Excellent written and verbal communication skills in English and Arabic.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• High level of professionalism, discretion, and confidentiality.
• Ability to multitask, work under pressure, and prioritize effectively.
• Strong attention to detail and follow-up skills.

Why Join Us?

• Professional and structured work environment
• Opportunity to work closely with senior leadership
• Career growth and development opportunities