Secretary📣 Job Ad

About the Role

SABIL is seeking a Secretary to provide administrative assistance to its Executives in Riyadh. This full-time position involves facilitating communication and coordination between the executive office and internal and external stakeholders, ensuring the efficient operation of the executive office, managing schedules, and handling confidential information with discretion.

Executive Office Management

The role includes managing the executive's calendar by efficiently scheduling appointments and coordinating meetings to enhance time management. Responsibilities also encompass planning and executing Very Important Person (VIP) events, managing logistics and special requirements. The Secretary will coordinate executive site visits, handling arrangements such as flights, ground transportation, accommodations, and meeting room setup to ensure smooth operations and maintain a professional image. General office administration tasks, including monitoring supply inventory and managing office equipment, are also part of this function. Ensuring courteous interactions with visitors and stakeholders to foster positive relationships and maintain a professional atmosphere is essential.

Executive Support Functions

Key support functions include accurately completing expense reports to streamline financial processes and composing and preparing confidential correspondence with precision. The role involves arranging complex travel plans, itineraries, and agendas, and compiling necessary documents for travel-related meetings. The Secretary will act as a gatekeeper and gateway, planning, coordinating, and enforcing adherence to the executive’s schedule to create efficient access to the executive's time and office. This includes researching, prioritizing, and following up on incoming issues and concerns addressed to the executive, determining appropriate courses of action for sensitive or confidential matters. The position serves as a communication bridge between the executive office and internal departments, maintaining credibility and trust with senior management. Critical aspects of deliverables will be completed with a hands-on approach, including drafting acknowledgment letters and personal correspondence. Maintaining and organizing executive files, records, and documents, ensuring accessibility and confidentiality, is also a core responsibility. Prioritizing conflicting needs and following through on projects to successful completion are expected.

Continuous Improvement Contribution

The role involves assisting with the identification of opportunities for continuous improvement of SABIL systems, processes, and practices. This includes considering international best practices, improving financial processes, cost optimization, and efficiency enhancement.

Qualifications and Experience

Candidates should possess 2-5 years of relevant experience. A strong attention to detail and the ability to handle confidential information with discretion are required.

Work Location and Type

This is a full-time position based in Riyadh.