Secretary Jobs in Jeddah

• Manage the executive director's agenda and organize appointments and meetings.
• Prepare and draft official correspondence, reports, and presentations.
• Handle phone calls and emails professionally.
• Maintain and organize files and documents for easy access.
• Follow up and implement decisions and recommendations issued by top management.
• Coordinate between various departments and external parties to support workflow.
• Welcome special guests of the executive director.

• Strong organizational and time management skills.
• Proficient in Microsoft Office and office technologies.
• Ability to prepare and draft correspondence professionally.
• Excellent communication skills in Arabic and English.
• Confidentiality, professionalism, and accuracy in task completion.

• Provide daily administrative and operational support for the office.
• Manage calendars, meetings, site visits, and travel arrangements.
• Draft and review correspondence, reports, and official documents in both Arabic and English.
• Organize and archive contracts, invoices, and project files.
• Coordinate with vendors, suppliers, and external partners.
• Assist HR with job postings, interview scheduling, and employee records.
• Support in preparing company profiles, proposals, and project submissions.
• Maintain digital filing systems and ensure smooth office operations.

• Excellent clerical skills and administrative assistance experience.
• Previous experience as an Administrative Secretary, preferably in design or architecture firms.
• Strong organizational and multitasking abilities.
• Proficient communication skills in both English and Arabic.
• Ability to manage time efficiently and provide excellent customer service.

• Provide technical support for hardware, software, and network systems.
• Troubleshoot IT issues and ensure smooth daily operations.
• Manage office documentation, correspondence, and administrative tasks.
• Support internal teams with IT-related needs and office coordination.
• Maintain confidentiality and ensure efficient office workflow.

• Fresh graduate or up to 1 year of experience.
• Bachelor’s degree in IT Support or a related field.
• Strong IT support and troubleshooting skills.
• Good communication and organizational skills.
• Ready to join immediately.

– Executive Secretary / Office Manager

Job Objective

To manage the executive office efficiently by organizing time, scheduling meetings, filtering issues before they reach upper management, along with managing correspondence, writing meeting minutes, direct review, and organizing travel and administrative tasks, to ensure smooth and professional business operations.

Main Responsibilities

1. Managing the office and executive tasks
• Full supervision of office work and organizing daily workflow.
• Managing the schedule for meetings and appointments for the General Manager.
• Coordinating travel and logistical arrangements (flight bookings, hotels, transportation).
• Preparing documents, presentations, and reports before any external or internal commitments.

2. Time management and scheduling
• Preparing and organizing the daily, weekly, and monthly schedule for the manager.
• Avoiding time conflicts and ensuring time allocation for priority tasks.
• Providing advance alerts for important tasks and appointments.

3. Arranging meetings and overseeing them
• Coordinating internal and external meetings.
• Preparing the agenda in collaboration with management.
• Preparing rooms or virtual platforms and necessary materials.
• Filtering topics and issues before the meeting and providing a summary to the manager.
• Managing guests and official visitors professionally.

4. Writing meeting minutes and follow-up
• Accurately and organizedly taking minutes during meetings.
• Extracting decisions and main tasks (Action Points).
• Following up on execution with relevant departments and submitting periodic reports to the manager.
• Presenting minutes for review and final approval.

5. Correspondence and communication
• Drafting and formulating official letters, internal and external correspondence.
• Answering phone calls and emails on behalf of management.
• Coordinating with clients, partners, and internal departments effectively.

6. Filtering issues and requests
• Receiving requests from departments and employees.
• Prioritizing them (Urgent / Important / Can be postponed).
• Solving simple issues directly and only escalating the summary to the manager.
• Protecting the manager's time from secondary details.

7. Follow-up and direct review with the manager
• Reviewing minutes and reports periodically with the manager.
• Providing concise and clear summaries of events and decisions.
• Ensuring complete clarity of vision before making any strategic decisions.

8. Advanced administrative tasks
• Maintaining confidentiality of information and documents related to upper management.
• Managing files and archiving (both paper and electronic) effectively.
• Developing new work mechanisms to improve administrative performance.

Qualifications and Requirements
• Bachelor's degree in Business Administration, Office Management, or a related field.
• At least 5 years of experience in an executive secretary position or office management.
• Fluency in both Arabic and English (speaking and writing).
• Strong experience in writing meeting minutes and drafting reports.
• High skill in time management and prioritizing tasks.
• Proficiency in MS Office and Google Workspace.
• Professional personality capable of representing upper management.
• Ability to solve problems and make quick decisions.
Personal Qualities Required
• High organization and attention to detail.
• Politeness, social intelligence, and strong presence.
• Flexibility to work under pressure.
• Initiative and providing practical solutions.
• Complete commitment to confidentiality and professionalism.