Executive Secretary

About the Role

Dallah Healthcare is seeking an Executive Secretary to provide comprehensive administrative and coordination support to the Chief Shared Services Officer. This full-time role involves maintaining confidentiality, ensuring secure handling of sensitive information, and facilitating effective communication with internal and external stakeholders. The Executive Secretary will play a key role in enhancing operational efficiency within the Shared Services executive office and supporting compliance with organizational policies.

Key Responsibilities

• Manage office calendars, appointments, and meeting schedules for the Chief Shared Services Office.
• Coordinate Human Capital leadership meetings and various organizational committees.
• Handle all incoming and outgoing communications on behalf of the Office.
• Draft, review, and format professional correspondence, reports, presentations, and HR-related communications.
• Prepare meeting agendas, presentations, and supporting documents.
• Attend meetings as required, record minutes, and track action items.
• Maintain organized physical and electronic filing systems.
• Ensure secure handling of confidential employee and Human Capital documents.
• Support document retrieval for audits, accreditation, and compliance reviews.
• Arrange business travel, accommodation, and itineraries for the Office.
• Coordinate logistics for official visits, executive meetings, and Office events.
• Assist in preparing workforce reports, organizational charts, presentations, and executive summaries.
• Maintain tracking logs for recruitment requests, manpower plans, organizational changes, and strategic HR initiatives.
• Act as a liaison between the office and departments across the organization.
• Coordinate with external stakeholders, including regulatory authorities, consultants, accreditation bodies, and recruitment partners.
• Ensure smooth communication flow across all parties.
• Support confidentiality and compliance with Saudi labor regulations and PDPL requirements.

Qualifications and Experience

Candidates should possess 2-5 years of relevant experience in an executive support role. The ideal candidate will demonstrate a strong understanding of executive office operations and support services functions.

Required Skills

• Strong understanding of executive office operations and support services functions, including procurement, facilities, IT, supply chain, and general services.
• Familiarity with document control, contract and service documentation, reporting, and coordination.
• Proven experience in handling confidential and sensitive information with discretion.
• Excellent organizational and communication skills.

Work Environment

This role operates within the Chief Shared Services Office at Dallah Healthcare, requiring a professional demeanor and adherence to high service standards in all executive and stakeholder interactions.

Application Process

We invite qualified candidates to apply for this Executive Secretary position at Dallah Healthcare.