Executive Secretary

Role Purpose

To provide high-level administrative and organizational support to senior executives, ensuring seamless day-to-day operations, effective communication flow, and timely execution of priorities across internal and external stakeholders.

Key Responsibilities

Executive Support & Calendar Management

• Manage executives' calendars with precision, prioritizing appointments, resolving scheduling conflicts, and ensuring optimal time allocation.
• Anticipate executives' needs and proactively organize daily, weekly, and monthly schedules.

Meetings & Communication

• Coordinate and prepare for meetings, including agenda preparation, logistics, minutes of meeting, and follow-up on action items to ensure accountability.
• Manage all incoming and outgoing correspondence — emails, calls, and official communications — with professionalism and discretion.

Documentation & Reporting

• Draft, review, and finalize reports, presentations, business letters, and executive briefings to a high standard of quality.
• Maintain organized, confidential filing systems for records, contracts, and sensitive documentation.

Stakeholder Liaison

• Serve as the primary point of contact between executives and internal departments, clients, and external partners, ensuring clear and timely communication.
• Represent the executive office professionally in all interactions.

Events & Administration

• Plan and coordinate corporate events, conferences, and business meetings from inception to execution.
• Monitor critical deadlines and ensure timely delivery of tasks and commitments.
• Provide broad administrative support to the executive team as needed.
• Bachelor's degree or Diploma in Business Administration or a related field.
• 2–5 years of experience as an Executive Secretary or in a similar administrative role.
• Excellent verbal and written communication skills in English and Arabic.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to work under pressure.
• Professional appearance and excellent interpersonal skills.