Executive Secretary

About Jabiyah

Jabiyah is seeking an Executive Secretary to provide direct administrative and executive support. This full-time role is based in Makkah, with operations also in Jeddah, and requires a professional who can thrive in a fast-paced environment.

Role Overview

This position is not a routine administrative role. It requires strong judgment, ownership, and confidentiality, along with the ability to manage multiple priorities simultaneously. The Executive Secretary will ensure that assignments are followed through to completion, anticipate requirements, identify pending matters, and proactively follow up to manage deadlines, meetings, documents, and executive commitments.

Key Responsibilities

• Manage executive calendars, meetings, appointments, visits, and schedule conflicts.
• Coordinate internal and external meetings, ensuring all required information and materials are prepared in advance.
• Track executive assignments, decisions, commitments, and pending actions through to completion.
• Prepare meeting agendas, minutes, action items, and follow-up reports.
• Draft and manage professional correspondence, emails, letters, reports, and executive documents.
• Coordinate communication between executives, team members, clients, members, partners, and external parties.
• Handle confidential documents, client information, contracts, internal records, and sensitive business information with strict discretion.
• Prioritize incoming requests and determine what requires immediate attention, follow-up, escalation, or scheduling.
• Maintain organized digital and physical records with accurate document control.
• Follow up with responsible parties without requiring repeated instructions from management.
• Prepare concise executive updates highlighting completed, pending, delayed, and decision-required items.
• Support executive members and guests with a high level of professionalism and discretion.
• Manage unexpected changes, urgent requests, and competing priorities without losing track of existing commitments.
• Utilize calendars, CRM systems, task-management tools, Microsoft Office, and other business platforms efficiently.
• Provide additional executive and administrative support as required by business needs.

Candidate Requirements

• Professional appearance, communication, and business etiquette.
• High level of confidentiality and discretion.
• Ability to work independently and take ownership of assigned responsibilities.
• Ability to manage pressure, changing priorities, and multiple concurrent assignments.

Note on Suitability

This role may not be suitable for candidates who require continuous direction, are uncomfortable with proactive follow-up, or prefer a strictly routine and predictable administrative workload.