Secretary Jobs in Saudi Arabia

• Manage the executive office and coordinate between different departments.
• Provide administrative and operational support.
• Effectively solve administrative problems.

• Bachelor's degree in Executive Management, Executive Secretarial or Business Administration.
• Proficiency in English.
• At least 3 years of experience in the same field.

Role Purpose: The Executive Secretary will support the organization’s operations by managing administrative tasks effectively.

Key Responsibilities:

• Provide administrative support and manage correspondence.
• Coordinate meetings and schedules for management.
• Maintain organized filing systems and ensure the office runs smoothly.
• Assist in preparing reports and presentations.

Key Competencies Required:

• Strong communication skills in both Arabic and English.
• Proficiency in computer skills.
• Ability to portray Nesma's culture and values.
• Initiative and self-motivation.
• Excellent interpersonal skills.

Requirements:

• A relevant academic background.
• Professional experience in a similar role is preferred.
• Demonstrated quantitative and technical skills are essential.

If you're motivated to work with a dynamic team and meet the above requirements, we encourage you to apply.

• Coordinating and scheduling meetings, events, and workshops.
• Preparing reports, presentations, and project correspondence.
• Managing travel arrangements, including visa processes and logistics.
• Supporting documentation processes and maintaining project records.
• Acting as the main point of contact for administrative matters.
• Proactively identifying and implementing office and process improvements.

• HBO/Bachelor degree or a minimum of 5 years’ experience in a similar role within an international, project-based organisation.
• A flexible, structured, and proactive approach.
• Excellent organisational and planning abilities with a strong eye for detail.
• Resilient under pressure and comfortable with tight deadlines.
• Fluent in English (spoken and written); Arabic is a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Able to work independently and collaboratively in a cross-cultural environment.

• Coordinating and scheduling meetings, events, and workshops.
• Preparing reports, presentations, and project correspondence.
• Managing travel arrangements, including visa processes and logistics.
• Supporting documentation processes and maintaining project records.
• Acting as the main point of contact for administrative matters.
• Proactively identifying and implementing office and process improvements.

• HBO/Bachelor degree or a minimum of 5 years’ experience in a similar role within an international, project-based organisation.
• A flexible, structured, and proactive approach.
• Excellent organisational and planning abilities with a strong eye for detail.
• Resilient under pressure and comfortable with tight deadlines.
• Fluent in English (spoken and written); Arabic is a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Able to work independently and collaboratively in a cross-cultural environment.

✦ Job Title: Executive Secretary

🔹 Responsibilities:

Managing the executive director's agenda and coordinating schedules and meetings.

Receiving phone calls and emails and responding professionally.

Preparing correspondence, reports, and presentations.

Organizing and storing files, records, and documents in an easily accessible manner.

Writing minutes of meetings and following up on the implementation of decisions.

Welcoming visitors and clients and organizing their interviews.

Following up on important contracts and administrative documents and renewing them on time.

Making travel arrangements (flights, hotels, and transportation).

Providing administrative support to other departments as needed.

Maintaining the confidentiality of company information and documents.

🔹 Qualifications and Requirements:

Diploma or Bachelor's degree in management, secretarial studies, or a related field.

At least two years of practical experience in secretarial or office work.

Proficiency in using computers and Microsoft Office programs (Word, Excel, PowerPoint, Outlook).

Ability to prepare and draft official correspondence in Arabic (English is preferable as well).

High organizational and time management skills.

Pleasant personality, neat appearance, and the ability to communicate effectively with different levels.

Flexibility and the ability to work under pressure.

🔹 Benefits:

A competitive salary specified after the interview.

A professional work environment.

Opportunities for career development.

– Executive Secretary / Office Manager

Job Objective

To manage the executive office efficiently by organizing time, scheduling meetings, filtering issues before they reach upper management, along with managing correspondence, writing meeting minutes, direct review, and organizing travel and administrative tasks, to ensure smooth and professional business operations.

Main Responsibilities

1. Managing the office and executive tasks
• Full supervision of office work and organizing daily workflow.
• Managing the schedule for meetings and appointments for the General Manager.
• Coordinating travel and logistical arrangements (flight bookings, hotels, transportation).
• Preparing documents, presentations, and reports before any external or internal commitments.

2. Time management and scheduling
• Preparing and organizing the daily, weekly, and monthly schedule for the manager.
• Avoiding time conflicts and ensuring time allocation for priority tasks.
• Providing advance alerts for important tasks and appointments.

3. Arranging meetings and overseeing them
• Coordinating internal and external meetings.
• Preparing the agenda in collaboration with management.
• Preparing rooms or virtual platforms and necessary materials.
• Filtering topics and issues before the meeting and providing a summary to the manager.
• Managing guests and official visitors professionally.

4. Writing meeting minutes and follow-up
• Accurately and organizedly taking minutes during meetings.
• Extracting decisions and main tasks (Action Points).
• Following up on execution with relevant departments and submitting periodic reports to the manager.
• Presenting minutes for review and final approval.

5. Correspondence and communication
• Drafting and formulating official letters, internal and external correspondence.
• Answering phone calls and emails on behalf of management.
• Coordinating with clients, partners, and internal departments effectively.

6. Filtering issues and requests
• Receiving requests from departments and employees.
• Prioritizing them (Urgent / Important / Can be postponed).
• Solving simple issues directly and only escalating the summary to the manager.
• Protecting the manager's time from secondary details.

7. Follow-up and direct review with the manager
• Reviewing minutes and reports periodically with the manager.
• Providing concise and clear summaries of events and decisions.
• Ensuring complete clarity of vision before making any strategic decisions.

8. Advanced administrative tasks
• Maintaining confidentiality of information and documents related to upper management.
• Managing files and archiving (both paper and electronic) effectively.
• Developing new work mechanisms to improve administrative performance.

Qualifications and Requirements
• Bachelor's degree in Business Administration, Office Management, or a related field.
• At least 5 years of experience in an executive secretary position or office management.
• Fluency in both Arabic and English (speaking and writing).
• Strong experience in writing meeting minutes and drafting reports.
• High skill in time management and prioritizing tasks.
• Proficiency in MS Office and Google Workspace.
• Professional personality capable of representing upper management.
• Ability to solve problems and make quick decisions.
Personal Qualities Required
• High organization and attention to detail.
• Politeness, social intelligence, and strong presence.
• Flexibility to work under pressure.
• Initiative and providing practical solutions.
• Complete commitment to confidentiality and professionalism.