Executive secretary Jobs in Makkah

Join Rotana Hotels as an Executive Secretary
We are currently seeking an enthusiastic and committed individual with exceptional communication skills who prides herself on her ability to deliver extraordinary levels of service and provide creative solutions.

Key Responsibilities:

• Provide executive secretarial and administrative support for the General Manager.
• Ensure all outgoing correspondence is typed, proofread, and dispatched to the highest possible standard.
• Compose and prepare routine correspondence and documents as requested.
• Review incoming mail and prioritize it before forwarding to the General Manager.
• Maintain an updated calendar to facilitate appointment and meeting schedules.
• Organize travel and external business trips for the General Manager.
• Attend meetings, record minutes, and follow up on action items.

Skills Required:

• College diploma in secretarial training with relevant experience.
• Fluency in English (written and spoken).
• Computer literacy with typing skills of 60 wpm.
• Ability to deal with highly confidential matters.

About Rotana Hotels:
Since inception, Rotana has grown to be the region’s largest hospitality management company, managing over 100 properties throughout the Middle East, Africa, Eastern Europe, and Türkiye.

About the Job
The Executive Secretary provides high-level administrative and organizational support to the Chief Executive Officer (CEO), ensuring the efficient operation of the executive office. The role involves managing communications, coordinating schedules, preparing reports, and supporting key business initiatives while maintaining confidentiality and professionalism at all times.

Key Responsibilities:

• Manage the CEO’s daily agenda, including scheduling meetings, travel arrangements, and appointments to ensure optimal time management.
• Serve as the primary point of contact between the CEO and internal/external stakeholders, handling correspondence, calls, and inquiries with discretion.
• Prepare, review, and edit reports, presentations, and official communications on behalf of the CEO.
• Organize executive meetings, including board and leadership team sessions, and ensure accurate minutes, action tracking, and timely follow-ups.
• Coordinate the flow of information across departments to support strategic and operational initiatives.
• Handle confidential information with integrity, ensuring sensitive business and personnel matters are treated with the highest level of discretion.
• Monitor and prioritize incoming requests, identifying urgent matters and ensuring prompt responses.
• Support the CEO in managing special projects, corporate events, and key business reviews.
• Liaise with external partners, clients, and government representatives to maintain a professional corporate image.
• Maintain efficient digital and physical filing systems to ensure easy access and retrieval of executive documents.

Education:
Bachelor’s degree in Business Administration, Office Management, or a related field.

Experience:
1–3 years of experience in executive support or administrative roles, preferably supporting C-level executives in a corporate environment.

Join Matar Al Baqmi Holding Company as an Executive Secretary!

We are looking for a highly skilled Executive Secretary who will provide essential administrative and executive support to our senior management team. This role is critical for ensuring efficient office operations and effective decision-making based on the following responsibilities:

Key Accountabilities:

• Executive Support: Manage executive calendars, appointments, meetings, and travel arrangements. Prepare meeting agendas, minutes, presentations, and follow-up action items while handling confidential information with professionalism.
• Office & Administrative Management: Organize and maintain electronic and physical filing systems. Draft, review, and manage correspondence while monitoring office supplies and coordinating procurement needs.
• Communication & Coordination: Act as a point of contact between executives and stakeholders, maintain effective communication channels, and coordinate cross-departmental follow-ups.
• Documentation & Reporting: Prepare and format documents and executive reports ensuring compliance with standards, while collecting data for management review.
• Meeting & Event Coordination: Arrange logistics for meetings and events, ensuring proper follow-up on decisions and outcomes.
• Executive Office Support: Assist in policy and workflow documentation and undertake special assignments as delegated by the executive.

Qualifications:
We require a Bachelor’s degree in Business Administration, Management, or a related field. A diploma in Office Administration is an advantage.

Experience:
Ideal candidates should have 3-5 years of experience as an Executive Secretary or similar role, preferably supporting senior management or C-level executives.

Skills & Competencies:
Successful candidates will exhibit excellent communication skills, strong organizational abilities, proficiency in MS Office, and high integrity while managing confidential information.

If you are looking to enhance your career in a dynamic organization, apply now!