Executive Secretary📣 Job Ad

About Sabil and the Opportunity

Sabil is seeking a dedicated and highly organized Executive Secretary to join its team in Riyadh, Saudi Arabia. This is a full-time position designed to provide comprehensive administrative support to Sabil's executives, ensuring the smooth operation of the executive office and efficient communication across the organization.

The Executive Secretary Role

The Executive Secretary plays a pivotal role in facilitating seamless communication and coordination between the executive office and both internal and external stakeholders. This position involves managing executive schedules, handling confidential information with utmost discretion, and ensuring an efficient flow of information within Sabil. Candidates should possess 2-5 years of relevant experience in a similar capacity.

Key Responsibilities: Executive Office Management

• Streamline executive calendars by efficiently scheduling appointments and coordinating meetings to enhance time management.
• Plan and execute Very Important Person (VIP) events, managing all logistics and special requirements.
• Coordinate executive site visits, including arrangements for flights, ground transportation, accommodations, and meeting room setups.
• Lead general office administration tasks, such as monitoring supply inventory levels and managing office equipment.
• Ensure exceptional and courteous interactions with visitors and stakeholders, fostering positive relationships and a professional atmosphere.

Key Responsibilities: Executive Support and Coordination

• Complete expense reports with accuracy and attention to detail.
• Compose and prepare confidential correspondence with precision, maintaining the integrity of sensitive information.
• Arrange complex travel plans, itineraries, and agendas, compiling necessary documents for travel-related meetings.
• Plan, coordinate, and enforce adherence to the executive’s schedule, acting as a "gatekeeper" and "gateway" for access.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the executive, including sensitive or confidential matters.
• Provide a bridge for smooth communication between the executive office and internal departments, maintaining credibility and trust with senior management.
• Complete critical aspects of deliverables, including drafting acknowledgment letters, personal correspondence, and other tasks that support executive leadership.
• Maintain and organize executive files, records, and documents, ensuring both accessibility and confidentiality.
• Prioritize conflicting needs, handling matters expeditiously and proactively, and following through on projects to successful completion.

Continuous Improvement Initiatives

• Assist in identifying opportunities for continuous improvement of Sabil's systems, processes, and practices.
• Contribute to the enhancement of financial processes, cost optimization, and overall efficiency, considering international best practices.

Required Qualifications

• A minimum of 2-5 years of experience in an Executive Secretary or senior administrative support role.
• Demonstrated ability to manage complex schedules and coordinate logistics effectively.
• Exceptional organizational skills and meticulous attention to detail.
• Proven ability to handle confidential information with the highest level of discretion and integrity.
• Strong written and verbal communication skills, with the ability to interact professionally with all levels of stakeholders.
• Proficiency in relevant office software and administrative tools.