Executive Secretary📣 Job Ad

Your primary objective will be to provide high-level administrative and organizational support to the owners, ensuring smooth daily operations through effective management of communications, meetings, and tasks.

Key Responsibilities:

• Receive and handle phone calls and emails directed to the owners.
• Draft and prepare official correspondence and letters.
• Professionally represent the owners in all interactions.
• Coordinate and schedule internal and external meetings.
• Prepare agendas, take meeting minutes, and follow up on decisions.
• Arrange travel, transportation, and accommodation as necessary.
• Prepare files, presentations, and reports for owner needs.
• Manage confidential documents and records efficiently.
• Monitor daily tasks and generate periodic progress reports.
• Facilitate communication between owners, executive departments, and advisors.
• Ensure confidentiality and compliance with internal policies.

Skills and Qualifications:

• Bachelor's degree in Administration, Business Administration, or related field.
• 3–5 years of experience in an executive secretary role.
• Fluency in Arabic and English, both written and spoken.
• Strong organizational and time management skills.
• Able to work under pressure and manage multiple tasks.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent communication and relationship-building skills.

This is a full-time position with a salary range of ﷼7,*** - ﷼10,*** per month.

• 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.

• 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.

• Executive Support:
  • Manage and prioritize the CEO’s complex calendar.
  • Screen and respond to incoming communications.
  • Prepare agendas, briefing materials, and meeting minutes.
  • Coordinate travel arrangements and expense reporting.
• Stakeholder Management:
  • Liaise between the CEO and senior leadership, board members, and clients.
  • Maintain confidentiality and handle sensitive information.
  • Draft correspondence and presentations on behalf of the CEO.
• Operational Efficiency:
  • Proactively manage the CEO’s priorities and workflow.
  • Follow up on action items for accountability.
• Governance and Compliance:
  • Assist in preparing board materials and maintaining corporate records.
  • Coordinate with Legal, Finance, and HR on documentation.

• 5+ years of experience supporting C-level executives.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High level of discretion and professionalism.
• Proficient in Microsoft 365, Google Workspace, and productivity tools.
• Bachelor’s degree preferred; equivalent work experience considered.