Secretary Jobs in Saudi Arabia

We are looking for a reliable and organized Executive Assistant to support daily office operations. The job will be partially remote and requires the ability to work 3 or more days a week at multiple locations including Al-Ghadir, King Fahd, Al-Narjis, and Al-Olaya. Duties include administrative work, scheduling appointments, preparing documents, assisting with communications, and other daily administrative tasks. Proficiency in English is required, as well as the ability to use Microsoft Office programs (PowerPoint, Excel, Word), and the ability to commute to different locations and attend external meetings.

Requirements:

• Residency in Riyadh with the ability to commute daily.

• Full proficiency in Arabic in reading, writing, and speaking.

• Strong proficiency in English in reading, writing, and speaking.

• Good computer skills, especially in PowerPoint, Excel, and Word.

• Organized personality, initiative, and attention to detail.

• Flexibility to work from different offices on different days.

Responsibilities:

• Managing schedules for executive management.

• Assisting in preparing for meetings.

• Replying to emails and document requests.

• Preparing presentations, meeting notes, and documents.

• Any daily tasks related to office operations.

Qualifications:

• Bachelor's degree or equivalent work experience.

• Proficiency in using Microsoft Office Suite.

• Experience in managing multiple priorities, administrative coordination, and logistics.

• High organizational skills, attention to detail, and the ability to work on multiple tasks with precise follow-up.

• Strong written and verbal communication skills in both Arabic and English.

✦ 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

Managing the executive office with high efficiency by organizing time, arranging meetings, filtering problems before they reach senior management, in addition to managing correspondence, writing meeting minutes, direct reviews, and organizing travel and administrative tasks, to ensure business operations run smoothly and with complete professionalism.

Main Responsibilities

1. Managing the office and executive tasks
•Overseeing all office operations and organizing the daily workflow.
•Managing the schedule for meetings and appointments of the General Manager.
•Coordinating travel and logistical plans (flight reservations, 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 agenda of the manager.
•Avoiding time conflicts and ensuring time allocation for priority tasks.
•Providing early alerts for important tasks and appointments.

3. Arranging and Supervising Meetings
•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
•Taking minutes during meetings accurately and organized.
•Extracting decisions and main tasks (Action Points).
•Following up on execution with relevant departments and submitting periodic reports to the manager.
•Providing the 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 effectively with clients, partners, and internal departments.

6. Problem and Request Filtering
•Receiving requests from departments and employees.
•Prioritizing them (Urgent / Important / Postponable).
•Directly solving simple problems and only raising summaries to the manager.
•Protecting the manager's time from secondary details.

7. Direct Follow-up and Review with the Manager
•Regularly reviewing minutes and reports 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 the confidentiality of information and documents pertaining to senior management.
•Effectively managing files and archiving (both paper and electronic).
•Developing new 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 or office management position.
•Fluency in Arabic and English (speaking and writing).
•Strong experience in writing meeting minutes and drafting reports.
•High skill in time management and organizing priorities.
•Proficiency in MS Office and Google Workspace applications.
•A professional personality capable of representing senior management.
•Ability to solve problems and make quick decisions.
Personal Traits Required
•High organization and attention to detail.
•Politeness, social intelligence, and a strong presence.
•Flexibility to work under pressure.
•Initiative and providing practical solutions.
•Complete commitment to confidentiality and professionalism.

Tasks and Responsibilities

1. Managing telephone and mail communications (paper and electronic) for the administration.

2. Preparing and printing letters, memos, and official reports.

3. Organizing schedules and meetings for the manager/administration, and coordinating travel arrangements.

4. Receiving visitors and clients and arranging their meetings with the relevant parties.

5. Saving and archiving files and documents in an organized and easily accessible manner.

6. Following up on the implementation of decisions made during meetings, and preparing minutes of meetings when needed.

7. Assisting the administration with daily office tasks and ensuring smooth procedures.

8. Maintaining complete confidentiality of the information and data related to the administration.

9. Coordinating between the company's departments regarding administrative-related tasks.

10. Any other tasks assigned by the direct supervisor.