Executive Secretary📣 Job Ad

Join Our Team as an Executive Secretary!
We are seeking a highly organized and proactive Executive Secretary to become a vital part of Esnad Contracting. In this role, you will provide exceptional administrative support while managing daily operations and ensuring seamless communication within the organization.

Key Responsibilities:

• Manage and coordinate the Chairman’s calendar, appointments, and meetings.
• Prepare meeting agendas, minutes, presentations, and required documents.
• Handle and prioritize incoming calls, emails, and correspondence.
• Follow up on tasks and decisions assigned by the Chairman with internal departments.
• Draft and prepare reports, letters, and official documents professionally.
• Arrange travel plans, itineraries, and reservations.
• Maintain organized physical and digital filing systems.
• Ensure strict confidentiality of sensitive information.
• Coordinate effectively with internal teams and external stakeholders.
• Perform any additional tasks assigned by the Chairman.

Qualifications & Requirements:

• Diploma or Bachelor’s degree in Business Administration, Office Management, or related field.
• 3–5 years of experience as an Executive Secretary or Office Manager, preferably in a construction company or engineering consultancy.
• Excellent command of Arabic and English (written and spoken).
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational, communication, and time management skills.
• Ability to work under pressure and manage multiple priorities.
• High level of professionalism, discretion, and confidentiality.

We are looking for a talented executive secretary to join our team in Mecca.

The ideal candidate will be responsible for organizing and managing the daily activities of the management office, ensuring that operations run smoothly and efficiently. This role will require strong organizational skills and the ability to handle multiple tasks, as well as excellent communication skills. The candidate must be able to work within a team and demonstrate a commitment to achieving the company's goals. The executive secretary will work closely with senior management and be the primary point of contact between management and staff.

Responsibilities:

• Managing the executive director's schedule and organizing appointments and meetings.
• Preparing and distributing necessary documents and reports prior to meetings.
• Facilitating communication between different departments within the organization.
• Providing daily administrative support, including managing phone calls and emails.
• Organizing company events and meetings.
• Assisting in budget preparation and financial reports.
• Updating and maintaining the employee database and administrative information.
• Ensuring that the office is well-equipped and operates efficiently.
• Providing support on special projects as needed.
• Performing additional tasks as required by management.

Preferred candidate:

• Previous experience as a secretary or in a similar administrative role.
• Exceptional organizational skills and the ability to manage time effectively.
• Strong verbal and written communication skills.
• Good proficiency in using office computer programs such as Microsoft Office.
• Ability to work under pressure and solve problems quickly.
• Ability to handle sensitive information with complete confidentiality.
• Adaptability to changing work environments and flexibility in handling tasks.
• Strong interpersonal skills and the ability to build positive working relationships.
• Proficiency in Arabic, and knowledge of English is considered an additional advantage.
• Attention to detail and the ability to maintain accuracy in work.

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!