Executive Secretary📣 Job Ad

Join Our Team as an Executive Secretary!
Mfaheem Al-Emaar Trading & Contracting is urgently seeking a highly competent Executive Secretary to join the senior management team at our Head Office in Riyadh.

Key Requirements:

• Experience: Minimum of 5 years of proven work experience in an Executive Secretary or direct Senior Administrative Assistant role.
• Location: The position is based at the Head Office in Riyadh, Saudi Arabia.
• Language Proficiency: Full professional fluency in both Arabic and English (spoken and written) is essential.
• Qualifications: University Degree or Higher Diploma in Administration, Business, or Secretarial Studies.
• Technical Skills: Expert proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Competencies: Excellent time management, ability to handle confidential correspondence, and capacity to work effectively under pressure.

Core Responsibilities:

• Manage and organize the Executive's schedule, coordinating appointments, meetings, and conferences fully.
• Draft, write, and proofread official correspondence and reports in both English and Arabic.
• Efficiently organize and maintain confidential administrative files and records.
• Coordinate all travel arrangements, including flight and accommodation bookings.
• Screen and direct phone calls and visitors with high professionalism.

Please submit your application directly if you meet the qualifications and experience listed.

Job Description – Executive Secretary to Mr. Abdulaziz Almoosa

Position Title: Executive Secretary

Reports To: Mr. Abdulaziz Almoosa, Chairman

Location: AlJubail, AlKhobar, AlAhsa, Saudi Arabia

The Executive Secretary will provide high-level bilingual (Arabic & English) administrative, organizational, and communication support directly to Mr. Abdulaziz Almoosa. The role requires exceptional professionalism, discretion, and efficiency in managing sensitive information, coordinating complex schedules, and ensuring smooth executive operations. The candidate must be proactive, resourceful, and capable of navigating a fast-paced environment with diverse stakeholders across Saudi Arabia and internationally.

Key Responsibilities:

• Executive Support & Administration:
  • Manage the Chairman’s bilingual schedule, correspondence, and documentation in both English and Arabic.
  • Draft, review, and translate professional communications (emails, reports, presentations) between Arabic and English as needed.
  • Handle confidential matters with the highest level of discretion.
  • Ensure timely follow-up on tasks and priorities across multiple business interests.
• Communication & Coordination:
  • Act as the primary bilingual liaison between the Chairman and internal/external stakeholders.
  • Prepare agendas, minutes, and summaries in both English and Arabic for meetings.
  • Communicate effectively with government bodies, international partners, and business executives.
  • Facilitate seamless cross-cultural communication.
• Project & Business Support:
  • Provide bilingual support for contracts, memorandums, and reports.
  • Conduct research and prepare briefing materials in English and Arabic.
  • Support project tracking, ensuring alignment with deadlines and deliverables.
  • Support in vendor registration.
• Travel & Event Management:
  • Arrange bilingual documentation for visas, travel itineraries, and accommodations.
  • Coordinate logistics for local and international meetings, conferences, and corporate events for both Mr. Almoosa and his family.
• Strategic & Analytical Support:
  • Assist in preparing business briefs, executive summaries, and talking points for meetings.
  • Monitor key industry news and provide summaries relevant to the Chairman’s business interests.
  • Help in prioritizing opportunities, partnerships, and strategic tasks.
• Stakeholder & Relationship Management:
  • Act as the Chairman’s representative in certain communications with government, private sector, and international partners.
  • Maintain a strong network of contacts on behalf of the Chairman and follow up on relationship management.
  • Ensure smooth coordination with VIP visitors and dignitaries.
• Digital & Technology Proficiency:
  • Manage digital tools such as project trackers (Asana, Trello, or similar).
  • Handle video conferences, webinars, and hybrid meetings.
  • Maintain secure digital filing systems and archiving in Arabic & English.
• Professional Development & Representation:
  • Prepare polished presentations in Arabic & English for conferences or internal reviews.
  • Ensure brand alignment and professionalism in all communications.
• Personal Assistance:
  • Oversee some personal scheduling and family coordination if authorized.
  • Manage personal travel and high-level hospitality arrangements.

Qualifications & Requirements:

• Education: Bachelor’s degree in Business Administration, Management, or related field.
• Experience: Minimum 5 of proven experience supporting C-level executives.
• Languages: Fluency in Arabic and English (reading, writing, and speaking) is mandatory.

Skills:

• Professional translation and drafting skills between Arabic & English.
• High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking ability.
• Excellent interpersonal skills with cultural sensitivity.
• Ability to manage confidential matters with discretion.

Personal Attributes:

• Professional, polished, and highly presentable.
• Bilingual communicator with cross-cultural fluency.
• Flexible, proactive, and detail-oriented.
• Strong problem-solving and decision-making skills.
• Reliable, trustworthy, and discreet.

Compensation & Benefits:

• Competitive salary package based on experience.
• Housing allowance, transportation allowance, and medical insurance.
• Annual leave and travel benefits.
• Performance-based bonus opportunities.

About the Role: We are looking for a highly organized and proactive Executive Assistant to support our President & CEO. This role combines secretarial, administrative, and coordination duties to ensure smooth office operations and optimal time management for top leadership.

KEY RESPONSIBILITIES

• Executive Assistance
  • Provides full secretarial and administrative assistance including organizing and managing the calendar, making and arranging appointments, sending out invitations and reminders, preparing and monitoring the expenses.
  • Optimizes time management for the President & CEO along with ensuring his attendance for all key meetings.
  • Screens all phone calls and emails and follows-up when necessary.
  • Handles confidential information and maintains the security of records and files.
  • Prepares travel arrangements in a time-efficient manner.
  • Supports, coordinates and collaborates on special projects.
  • Follows-up with external organizations for meetings, updates and documentation as directed.
  • Coordinates communication with the external stakeholders on behalf of the President & CEO when required.
• Administrative Assistance
  • Provides support on documentation like transcribing, typing, formatting and proofreading.
  • Provides complete correspondence services to ensure that all mails are dealt with efficiently.
  • Provides logistical support for meetings and travel arrangements.
  • Coordinates meetings including maintaining minutes.
  • Establishes and maintains records and filing systems, manages stationery and ensures efficient office operations.
  • Provides periodic updates on critical events and emergencies in the office.
  • Works independently to ensure closure and timely maintenance of responsibilities.
• Self-Management Responsibilities
  • Defines performance goals at the start of the year in discussion with the reporting manager and ensures that the goals are achieved during the course of the year.
  • Identifies the training and development requirements for self and agrees on them with the reporting manager to ensure that the required trainings are arranged and attended.
  • Strives to achieve the highest levels of proficiency on all the competencies and skills required to perform the role.
  • Keeps abreast of professional developments, new techniques and current issues through continued education and professional growth.

Performs other responsibilities and tasks as directed by President and CEO in order to meet Sector objectives.

MINIMUM QUALIFICATIONS, EXPERIENCE, SKILLS & COMPETENCIES

• Qualifications
  • Bachelor’s degree in business administration discipline or equivalent.
• Years of Experience
  • Minimum of 3 – 5 years of relevant experience.
• Nature of Experience
  • Prior experience in an secretarial role assisting a top executive.
• Job Specific Skills
  • Advanced written and oral communication skills.
  • Good calendar management skills.
  • Schedule management skills.
  • Good organization and planning skills.
  • Basic MS Office skills.
  • Good command of written and spoken English is essential.

ORGANIZATIONAL AND FUNCTIONAL COMPETENCIES

• Organizational Competencies
  • One Team
  • Achievement Orientation
  • Customer Focus
  • Professional Communication
  • Time Management