Executive Secretary📣 Job Ad

About the Role:
We are seeking a motivated and detail-oriented Executive Secretary to support our executive management team. The successful candidate will play a key role in enhancing the efficiency of our operations.

Responsibilities:

• Coordinate and schedule meetings for the Executive Director and the Board of Directors, and prepare minutes.
• Organize agendas and continuously follow up on decisions and tasks assigned to various departments.
• Manage communications and official correspondence and archive documents.
• Monitor reports and presentations submitted to the Executive Director and document them accordingly.
• Visit project sites and prepare periodic reports.
• Review documents to ensure compliance with policies before submission for signature.
• Respond to urgent tasks outside of working hours as needed.
• Execute other tasks assigned by the direct manager.

Requirements:

• Bachelor's degree or equivalent.
• Previous experience in a similar field.

About the Role
We are seeking an executive secretary who possesses exceptional administrative and clerical skills. The ideal candidate will thrive in a fast-paced environment and be adept at multi-tasking while working under pressure.

Responsibilities

• Perform accurate research and analysis.
• Coordinate arrangements, meetings, and conferences as assigned.
• Take dictation and write correspondence.
• Compile, proofread, and revise drafts of documents and reports.
• Perform daily record keeping and file documents.
• Prepare reports, presentations, and correspondence accurately and swiftly.
• Create and organize information and generate reference tools for easy use.
• Answer and screen telephone calls, and respond to emails and other correspondence.
• Operate and maintain office equipment.
• Manage a busy calendar, coordinating meetings and travel arrangements.
• Professionally greet and receive guests and clients.
• Ensure efficient and effective administrative information and assistance.

Qualifications

• Degree in business administration (desirable).
• Certificate in business administration or related (essential).
• 2 years of experience in an executive support role.
• Methodical thinker with detailed research proficiencies.
• Thorough understanding of clerical and secretarial principles.
• Strong knowledge of databases and tracking systems.
• Excellent organizational skills and attention to detail.
• Able to work under pressure and meet deadlines.
• Brilliant written and verbal communication skills.
• Proficient in Microsoft Office and business communication software.
• Arabic Speaker.

Position Overview:
We are seeking a highly capable and hands-on Executive Secretary to support our executive team. This role requires someone with a strong command of English (spoken and written), exceptional organizational skills, and the ability to handle both administrative and operational tasks with precision and professionalism. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment.

Key Responsibilities:

• Provide direct administrative and operational support to executive leadership.
• Attend meetings, take clear and concise notes, and follow up on action items.
• Manage executive calendars, schedule appointments, and coordinate meetings.
• Draft, proofread, and edit documents, emails, and reports in English.
• Maintain confidentiality and handle sensitive information with discretion.
• Track and follow up on outstanding tasks and deadlines across departments.
• Communicate effectively with internal teams and external partners.
• Assist with document preparation, filing, and maintaining organized records.
• Coordinate travel arrangements and prepare expense reports.
• Support operational functions and take initiative on daily office needs.

Qualifications:

• Proven experience as an Executive Secretary, Executive Assistant, or similar role.
• Exceptional English language skills – spoken, written, and comprehension.
• Strong personality with excellent interpersonal and communication abilities.
• Highly organized, detail-oriented, and able to multitask effectively.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to take initiative, solve problems, and work independently.
• Discreet, trustworthy, and dependable.

Preferred Skills:

• Experience in a fast-paced or high-level executive environment.
• Knowledge of operational processes and general business practices.
• Comfortable managing multiple stakeholders and tasks simultaneously.