Executive Secretary📣 Job Ad

About the Role

Holool Aloula (NCBS National Company for Business Solutions) is seeking an Executive Secretary to join its team in Riyadh, Saudi Arabia. This full-time position provides high-level administrative and organizational support to senior executives and the Board of Directors.

Role Purpose

The Executive Secretary is responsible for managing executive communications, coordinating board and committee meetings, and preparing official documentation. This role ensures effective governance and confidentiality across all operations, acting as a critical link between senior leadership and various stakeholders while maintaining professional standards.

Key Responsibilities

• Provide comprehensive administrative support to senior executives and board members.
• Manage executive calendars, appointments, travel arrangements, and correspondence.
• Act as the primary point of contact between executives, board members, and internal/external stakeholders.
• Handle confidential and sensitive information with discretion and professionalism.
• Coordinate and manage Board of Directors and Executive Committee meetings.
• Prepare board meeting schedules, agendas, and supporting documents in coordination with the Chair and executives.
• Distribute board packs and materials in advance of meetings.
• Attend board and committee meetings to record accurate minutes, decisions, and action items.
• Track follow-ups and ensure timely completion of board resolutions and action points.
• Maintain official board records, resolutions, and governance documentation.
• Draft, format, and review official correspondence, reports, presentations, and memos.
• Maintain organized filing systems for executive and board documentation (physical and electronic).
• Support the preparation of annual reports, governance documents, and regulatory submissions where applicable.
• Liaise with senior management, legal, compliance, and external advisors as required.
• Support corporate governance processes and ensure adherence to internal policies and procedures.
• Assist in organizing executive events, meetings, and strategic workshops.

Qualifications and Experience

• A minimum of 5+ years of experience as an Executive Secretary, Executive Assistant, or in a similar senior administrative role.
• Proven experience providing support to a Board of Directors and senior leadership.
• Strong experience in preparing board agendas, minutes, and governance documentation.

Work Environment

This is a full-time position based in Riyadh, Saudi Arabia. The successful candidate will operate within a dynamic and confidential environment, working closely with senior leadership and the Board of Directors.

Application Process

We invite qualified candidates to submit their applications for this Executive Secretary position.