Full-time Executive Secretary Jobs in Jeddah

• Manage the Chief Officer's calendar, scheduling appointments, meetings, and events.
• Prioritize and coordinate conflicting schedules and commitments.
• Plan and coordinate all aspects of the Chief Officer's business travel, including transportation, accommodation, and itineraries.
• Serve as the primary point of contact for the Chief Officer, managing phone calls, emails, and correspondence.
• Draft and prepare written communications on behalf of the Chief Officer.
• Arrange and coordinate meetings, conferences, and events for the Chief Officer.
• Prepare meeting materials, agendas, and take minutes as required.
• Maintain organized filing systems for executive-level documents.
• Conduct research and gather information to support decision-making processes.
• Track and process the Chief Officer's expenses, ensuring compliance with company policies.
• Provide administrative support for special projects as assigned.

• Bachelor's degree in Business Administration or equivalent is required; Master's degree preferred.
• Minimum of 5 years of experience in executive secretarial or administrative support roles.
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of discretion and confidentiality when handling sensitive information.

About the Role

GRG is seeking an experienced Executive Assistant to provide comprehensive support to the senior leadership of a leading Saudi conglomerate. This full-time role, based in Jeddah, Makkah Province, Saudi Arabia, offers significant exposure to senior management and international business operations. The successful candidate will act as a trusted right-hand person to the executives, operating within a fast-paced and highly professional work environment. This role is ideal for an individual with a proven track record of supporting C-level executives, demonstrating exceptional organizational skills and a proactive approach to managing complex administrative tasks. The opportunity involves extensive interaction with high-level stakeholders and managing critical executive functions.

Key Tasks and Responsibilities

• Provide high-level administrative support to C-level executives.
• Manage complex and dynamic calendars, ensuring efficient scheduling and conflict resolution.
• Arrange and coordinate international travel, including flights, accommodation, and itineraries.
• Handle executive correspondence with professionalism and confidentiality.
• Prepare materials and agendas for meetings, ensuring all necessary documentation is available.
• Effectively liaise with various stakeholders to facilitate smooth operations and communication.

Qualifications and Experience Required

• Minimum of 5 to 10 years of experience in an Executive Assistant role.
• Proven experience supporting C-level executives.
• Demonstrated ability to manage complex calendars.
• Experience in coordinating international travel arrangements.
• Proficiency in handling executive correspondence.
• Experience in meeting preparation.
• Strong stakeholder coordination skills.

Core Skills

• Executive Assistant
• C-Level Executive Support
• Calendar Management
• International Travel Arrangements
• Executive Correspondence
• Meeting Preparation
• Stakeholder Coordination

Work Environment and Location

This is a full-time role requiring presence in Jeddah, Makkah Province, Saudi Arabia. The company operates in a fast-paced, professional environment.

Application

Interested candidates are invited to submit their resumes with confidence.

📢 WE ARE HIRING | We need an employee

Administrative & Marketing Coordinator

📍 Jeddah, Saudi Arabia

Join a growing company in the optical and medical equipment industry and be part of our success story.

Amiaal Middle East is looking for an organized, proactive, and creative Administrative & Marketing Coordinator to join our growing team.

Job Responsibilities

• Follow up on employee attendance and administrative matters.

• Monitor and organize sales representatives' reports and activities.

• Prepare weekly and monthly management reports.

• Organize company files, records, and documentation.

• Prepare quotations, presentations, and proposal files.

• Prepare professional presentations and marketing materials for optical clinics and eye examination room projects.

• Manage and update company social media accounts.

• Create and publish social media content.

• Capture photos and videos of products, projects, and company activities.

• Support daily office operations and coordination.

Requirements

• Fluent in Arabic and English.

• Strong communication and organizational skills.

• Excellent knowledge of Microsoft Office (Excel, Word, PowerPoint).

• Experience in administration, coordination, office management, or social media management.

• Experience with Canva, CapCut, Photoshop, or similar tools is preferred.

• Ability to multitask and work independently.

• Valid Saudi Iqama (mandatory for non-Saudi applicants).

• Currently residing in Jeddah.

Preferred (Not Mandatory)

• Experience in the optical, medical equipment, healthcare, or marketing sectors.

What We Offer

• Professional and friendly work environment.

• Career growth opportunities.

• Performance-based incentives and annual rewards.

• Opportunity to grow with a fast-growing company.

Fresh graduates with strong administrative and digital skills are welcome to apply.

📩 Apply Now

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Email:

Subject:

• Provide administrative support to ensure efficient operation of the office.
• Assist in managing schedules, communications, and fulfilling administrative tasks.
• Collaborate with colleagues to foster a productive work environment.

We are looking for someone to be the right-hand man for a businessman managing several projects in different fields (legal, operational, technical, real estate, advisory contracting…).

An employee who does not just follow orders but creates solutions. A passionate person about details, loyal, and skilled in dealing professionally and silently with everything assigned to him.

Main tasks:

- Efficiently manage the executive office and daily tasks.

- Coordinate between various projects and teams.

- Carefully follow up on tasks, deadlines, and decisions.

- Prepare reports, draft letters, and send and follow up on correspondence.

- Represent the manager in meetings or visits as needed.

- Manage time, scheduling, and sensitive tasks.

Required skills:

- Polite, smart, quick-witted.

- Bilingual (Arabic/English).

- High ability to work under pressure and make timely decisions.

- Proficiency in using Google Workspace tools, Notion, Excel, and task management tools.

- Good background in dealing with contracts, projects, and operational systems.

- Previous experience in a similar position is preferred.

Benefits:

- Attractive salary + allowances.

- A professional working environment directly with a decision-maker.

- Rapid professional development and supervisory opportunities.

- High trust and authority within a framework of transparency and accountability.

To apply:

Please send your CV + an introductory video (one to two minutes) explaining:

About the Role

The Islamic Development Bank (IsDB) is seeking an Executive Coordinator to join the Operations Complex - Global Practices and Partnerships team. This role is integral to supporting the office of the Vice President/Director General (VP/DG) by ensuring effective executive coordination and support for the implementation of decisions and activities across the Complex/Directorate. The Executive Coordinator will contribute to monitoring work programs, strategic initiatives, change management, training programs, and budgets, thereby enhancing internal and external stakeholder responsiveness.

This position is key to managing the executive information and follow-up system within the VP/DG Front Office. The Executive Coordinator will collaborate with the Lead Coordinator and Senior Specialists to manage Complex/Directorate-wide Key Performance Indicators (KPIs) and ensure the availability of up-to-date and reliable management information systems for tracking deliverables. The role also involves managing the VP/DG's schedule and performing various administrative tasks.

Key Responsibilities

• Support the VP/DG front office in preparing the Annual Work Program and KPI development, including regular follow-up with departments for quarterly report preparation.
• Assist in the development, roll-out, and management of the digitized executive information and follow-up system for the VP/DG office to ensure timely responsiveness to stakeholder requests.
• Ensure that all instructions issued by the VP/DG are accurately recorded, transmitted, and followed up, acting as the first point of contact for inquiries from concerned units and external stakeholders regarding follow-up issues.
• Provide the VP/DG with accessible information on the Complex/Directorate's activities and pending issues by monitoring data and information related to all communications originating from the VP/DG, actions taken by individual departments, and necessary follow-up activities.
• Generate reports to monitor responsiveness, identify delays, and pinpoint bottlenecks in the implementation of executive instructions.
• Contribute to enforcing established criteria, principles, and procedures for concerned units when preparing responses for the VP/DG's signature or on behalf of the VP/DG, ensuring deadlines are met effectively.
• Enhance the efficiency of the VP/DG's time by sorting and prioritizing incoming mail.
• Monitor the activities of Archive staff within the VP/DG office and provide guidance as required.
• Assist in the preparation of periodical responsiveness reports for the VP/DG, highlighting the responsiveness of concerned Departments/Units within the Complex/Directorate to improve overall effectiveness.
• Maintain the VP/DG's schedule and agenda, and assist in planning appointments, meetings, and conferences.
• Support or act as the secretariat for VP/DG's meetings with the Complex/Directorate's management team and external stakeholders, and assist the VP/DG in his role as Chairman of various management committees.
• Prepare meeting agendas, ensure the availability of supporting and key documents, prepare, review, and distribute minutes, and prepare memoranda on key decisions, followed by tracking the implementation of agreed actions.
• Network with offices of senior and middle management within and across the Complex/Directorate to facilitate the implementation of VP/DG office decisions and ensure appropriate relationship management.
• Timely preparation of the VP/DG's briefing files for participation in internal and external events, and follow-up on the implementation of decisions made and instructions to be followed.
• Coordinate with concerned departments/units to relay protocol-related information for visitors, dignitaries, and diplomatic personalities meeting the VP/DG.
• Coordinate with other units of the Complex/Directorate to prepare draft mission programs and engagement plans for the VP/DG.
• Assist in monitoring the budget of the VP/DG office and support the front office team in its management.
• Assist the Front Office in organizing Complex/Directorate retreats and town halls.
• Support focal points in the VP/DG office to implement the knowledge management architecture in coordination with relevant units.
• Contribute to improving the executive information and follow-up system of the VP/DG Office by staying abreast of best practices.
• Support the development and implementation of the training plan for the Complex/Directorate.

Qualifications and Requirements

• A Bachelor's Degree in Business Administration, Economics, Finance, or any related field.
• 5 years of relevant experience.
• Experience in the operations of multilateral development banks or other International Financial Institutions is preferred.
• Experience and exposure working with senior-level executives is preferred.
• English language proficiency is mandatory.

Required Skills

• Advanced MS Office skills.
• Proficiency with ERP systems such as SAP, JIRA, Business Intelligence, and Alfresco.
• Expertise in Management of Information Systems.
• Strong Database Management skills.
• A passion for excellence.
• Excellent problem-solving abilities.
• Effective work planning and control capabilities.

Additional Information

This is a Fixed Term position at Job Grade E2, working full-time. The role is based at the Islamic Development Bank (IsDB) Headquarters in Jeddah, Saudi Arabia. The closing date for applications is 18-Jun-2026.

Candidates are required to submit a Resume/CV, a copy of their passport, and their academic certificate. The Islamic Development Bank (IsDB) does not charge any fees throughout the recruitment process and advises applicants to be wary of fraudulent publications or job offers made in its name.

• Provide administrative support to the management team
• Coordinate meetings and maintain records
• Ensure smooth office operations
• Contribute to project tasks as needed

• Strong organizational and time-management skills
• Excellent verbal and written communication skills
• Proficiency in office management tools and basic computer applications
• Problem-solving capabilities and the ability to multitask
• Flexibility and adaptability in a fast-paced environment

• Provide administrative, technical, and project management support to a Senior Executive and their leadership team.
• Act as a trusted confidante and liaison, guiding and advising on company affairs.
• Build and maintain crucial relationships for organizational success.
• Coordinate travel and manage global business meetings effectively.
• Handle sensitive information with professionalism and discretion.

• 3-5 years of relevant work experience.
• Fluent in Arabic and English (written & spoken).
• Exceptional attention to detail and strong technical skills, particularly in Microsoft Outlook, Teams, Excel, and PowerPoint.
• Excellent organization and follow-through skills.

• Handling phone calls and messages
• Responding to emails and supporting visitor inquiries with professional and courteous communication
• Organizing files and records
• Preparing basic reports
• Supporting executives with calendar coordination
• Assisting with logistics for community events and wellness sessions

• Strong Administrative Assistance and Executive Administrative Assistance skills
• Professional Phone Etiquette and Communication skills
• Solid Clerical Skills including filing, data entry, document preparation, and basic record-keeping
• High level of organization and attention to detail
• Proficiency with common office software
• Customer service mindset with a friendly, respectful, and inclusive approach
• Ability to work on-site in Jeddah
• Previous experience in an administrative or front-desk role is an advantage
• Relevant diploma or degree in business administration or a related field is preferred

• Front Office & Visitor Management: Greet and welcome visitors; manage visitor access as per security procedures; answer and forward calls effectively.
• Administration & Facilities Coordination: Manage office supplies, coordinate maintenance activities, and support administrative functions like documentation and filing.
• Employee & Corporate Support: Assist with employee onboarding and offboarding, and support employee engagement activities.
• Operational Support: Handle reporting, logistics coordination, and vendor communications.

• Strong communication and customer service skills.
• Professional appearance and organizational abilities.
• Proficiency in Microsoft Office.