Executive Secretary📣 Job Ad

About the Role

Applicantz is seeking a highly organized and proactive Executive Secretary to join our team in Dammam, Eastern region. This is a contract position designed to provide comprehensive administrative and secretarial support to a Vice President, ensuring the efficient operation of their office. The ideal candidate will be a Saudi national with 2-5 years of relevant experience.

Key Responsibilities

• Manage the VP's agenda, assisting with the planning of appointments, meetings, and conferences.
• Receive and screen phone calls, redirecting them as appropriate.
• Handle and prioritize all incoming and outgoing correspondence, including emails, letters, and packages.
• Make comprehensive travel arrangements for the VP.
• Manage confidential documents, ensuring their security and integrity.
• Prepare invoices and financial documents, and assist with timekeeping.
• Monitor office supplies and ensure cost-effective ordering.
• Maintain electronic and paper records to ensure information is organized and easily accessible.
• Prepare presentations or reports as assigned.
• Attend meetings, prepare minutes, and monitor action item follow-up.
• Update databases and tracking sheets with high accuracy.
• Coordinate effectively with HR, Finance, IT, Facilities, and Procurement departments.
• Process invoices and assist in expense tracking.
• Follow up on VP-signed reports and direct them to the VP's direct reports.
• Perform miscellaneous tasks as directed by the VP.

Required Qualifications and Experience

• Saudi national (mandatory).
• Graduate degree, preferably in a business major.
• Diploma or certificate in MS Office and back-office software (*, ERP).
• Minimum of 2 years of experience as an Executive Secretary or in a similar administrative role.

Essential Skills and Competencies

• Excellent English communication skills, both written and verbal.
• Outstanding organizational and time-management abilities.
• Strong negotiation skills.
• High level of integrity, confidentiality, trustworthiness, and ethics.
• Demonstrated ability to work effectively in a team and collaborate with others.
• Proactive and efficient work approach.
• Exceptional attention to detail and accuracy.

Role Contribution

This role is critical for ensuring the smooth and efficient operation of the VP's office. The Executive Secretary will manage daily administrative tasks, coordinate communications, prepare essential documents, and maintain organizational excellence. Your contribution will directly support the VP's overall productivity and business effectiveness.

Application Process

We invite qualified candidates to apply for this position. Salary details will be discussed during the interview process.