Executive Secretary📣 Job Ad

in Alshiaka

about 4 hours ago

	Contract Type	Full-time
	Workplace type	On-site
	Location	Jeddah

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.

Requirements

Open for all nationalities
Requires 0-1 Year experience

About ALSHIAKA

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Role Overview:
We are seeking a highly organized, proactive, and professional Executive Personal Assistant to provide comprehensive administrative, personal, and financial support to a senior executive. This role requires exceptional organizational skills, the ability to manage multiple tasks efficiently and professionally, and the capability to maintain confidentiality while ensuring the smooth execution of both personal, professional, and financial commitments.

Key Responsibilities:

Administrative Support:
- Manage and organize the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, presentations, reports, and other documents.
- Monitor and respond to communications, including emails and phone calls, on behalf of the executive.
Personal Assistance:
- Handle personal errands such as managing household staff, overseeing family-related activities, and coordinating personal events.
- Manage personal documentation, subscriptions, memberships, and records.
- Assist with planning and organizing family gatherings, celebrations, and travel arrangements.
Accounting and Financial Management:
- Prepare and track budgets for institutions, personal expenses, and family expenditures.
- Manage day-to-day financial operations, including reviewing invoices and payments.
- Prepare periodic financial reports to monitor expenses, revenues, and budgets.
- Ensure timely payment of personal and business bills.
- Collaborate with accountants and auditors to facilitate annual reporting and financial audits.
Coordination and Follow-up:
- Act as a liaison between the executive and internal or external stakeholders.
- Track deadlines, follow up on tasks, and provide updates on key projects.
- Conduct research and prepare materials to support decision-making.
Confidentiality and Professionalism:
- Maintain a high level of confidentiality and professionalism in all matters, especially financial commitments.
- Anticipate the executive’s needs and proactively address them.
Additional Responsibilities:
- Maintain a well-organized filing system (digital and physical) for easy access to information.
- Monitor and manage office supplies and coordinate procurement as needed.
- Perform additional tasks as required to support the executive’s personal, professional, and financial commitments.

Qualifications:

Education: Bachelor’s degree in Business Administration, Accounting, Communications, or a related field (preferred).
Experience: Minimum of 3 years as a personal or executive assistant, with experience in accounting and financial management.
Languages: Must be fluent in Arabic and English, with the ability to speak, read, and write Arabic at a professional level.
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and accounting software such as QuickBooks or similar tools.

Key Competencies:

Exceptional organizational and multitasking abilities.
Strong interpersonal and communication skills, with a customer-focused approach.
Ability to prioritize tasks and manage time effectively under pressure.
Proactive, resourceful, and adaptable to changing requirements.
High level of confidentiality, professionalism, and attention to detail.
Strong analytical skills to manage and understand financial data.

0-1 years