Executive Secretary📣 Job Ad

Join Shangri-La Jeddah as an Executive Secretary!
As part of our team, you will provide crucial support to managers and employees through a variety of administrative tasks that are essential for organizing and facilitating smooth communication.

Key Responsibilities:

• Answer and direct phone calls
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence memos, letters, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system

What We're Looking For:

• At least 2 years of experience
• Proficiency in MS Office, Word, Excel, PowerPoint
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills in Arabic and English
• Strong organizational and planning skills

This position is open for Saudi Nationals Only.

We are seeking a highly organized and detail-oriented Executive Secretary to provide top-level administrative support to our CEO. The ideal candidate will be proactive, efficient, and capable of handling confidential information with professionalism. This role requires exceptional communication, multitasking, and organizational skills to ensure smooth operations within the executive office.

Key Responsibilities:

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit reports, presentations, and correspondence on behalf of the CEO.
• Organize and maintain confidential files, records, and documents.
• Coordinate and communicate with internal departments, stakeholders, and external partners.
• Screen and manage emails, phone calls, and incoming correspondence, prioritizing urgent matters.
• Handle travel logistics, including flight bookings, accommodations, and itineraries.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Welcome and assist VIP guests and visitors to the executive office.
• Conduct basic research and compile data for business reports.
• Ensure smooth day-to-day administrative operations within the CEO’s office.

Requirements & Qualifications:

• Education: Bachelor’s degree in Business Administration, Office Management, or a related field.
• Experience: Minimum of 3 years in a similar role, preferably supporting C-level executives.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with calendar management tools and business communication platforms.
• Soft Skills:
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication in Arabic and English.
  • Ability to handle sensitive and confidential information with discretion.
  • Strong problem-solving skills and attention to detail.
  • Ability to work under pressure and prioritize multiple tasks efficiently.

What We Offer:

• A dynamic and professional work environment.
• Competitive salary and benefits package.
• Opportunity to work closely with top leadership and gain executive-level exposure.

Join the King Abdulaziz Foundation, may God have mercy on him, for Al Ain Al Aziziah as an Executive Secretary.
You will be responsible for organizing appointments, preparing memos, conducting correspondence, attending meetings, and writing minutes.

Main Duties:

• Organizing the appointments of the director/president and handling inquiries.
• Preparing periodic memos and correspondence, signing them, and sending them.
• Attending meetings and recording and editing minutes.
• Scheduling appointments for the director and notifying them.
• Following up on the manager's and staff's vacation scheduling.
• Coordinating tasks between the manager and the staff.
• Keeping documents and files related to the work of the director/president.
• Preparing and presenting work reports and documenting them.

Requirements:

• 3 years of experience in the field.
• Bachelor's degree in Management Information Systems, Office Administration, or Executive Secretarial Studies.
• Advanced skills in archiving, classification, report preparation, and accountability.
• Fluency in Arabic and basic skills in English.