Executive Secretary

About the Role

Suliyan Trading Company is seeking an Executive Secretary to join our team in Jeddah, Makkah. This full-time role involves providing comprehensive administrative and organizational support to the General Manager and Executive Management. The position requires a professional who can operate effectively in a fast-paced environment, managing multiple priorities to ensure efficient executive operations.

Key Responsibilities

• Manage and organize the General Manager’s calendar, meetings, appointments, and commitments.
• Coordinate internal and external meetings, preparing all required documents and information.
• Prepare meeting minutes and follow up on decisions and action items.
• Follow up with departments and employees regarding Management instructions and assigned tasks.
• Prepare and format professional letters, emails, and official correspondence.
• Organize and maintain executive and administrative documents, files, and records.
• Track documents requiring Management review, signature, or approval.
• Coordinate communication between the General Manager, departments, employees, and external parties.
• Professionally coordinate meetings, visits, and executive visitors.
• Assist with travel arrangements, bookings, and scheduling when required.
• Handle executive and administrative information with a high level of confidentiality and professionalism.

Required Skills and Attributes

The ideal candidate will be highly organized, detail-oriented, proactive, professional, and discreet. This role requires the ability to manage schedules, meetings, correspondence, documentation, executive follow-ups, and coordination across departments and with external parties. A strong capacity to ensure that important meetings, tasks, decisions, and follow-ups are properly organized and completed is essential.

Work Environment

This full-time position is based in Jeddah, within the Makkah region, and involves working directly to support the General Manager and Executive Management of Suliyan Trading Company. The role operates in a dynamic and fast-paced environment, requiring consistent attention to detail and proactive management of executive support functions.