Executive Secretary

Maseera; Bahrain; On-site; BHD 10,000 - 17,000; Full time

Job summary

Maseera is seeking a proactive Executive Assistant to support the General Manager, ensuring smooth day-to-day operations and acting as a trusted right hand.

You will manage the GM's calendar, coordinate meetings and travel, handle confidential communications, prepare briefing documents, and liaise with internal and external stakeholders to improve efficiency across the organization.

Responsibilities

• Manage the GM's calendar, appointments, meetings and travel arrangements
• Prepare, review and manage correspondence, presentations, reports and briefing documents on behalf of the GM
• Act as the first point of contact for internal and external stakeholders seeking access to the GM
• Organize and coordinate meetings, including agenda preparation, minute-taking and follow-up on action items and decisions
• Handle confidential and sensitive information relating to the GM's office with discretion
• Coordinate with department heads to ensure timely submission of reports, approvals and deliverables
• Manage the GM's office administration, including budget, expenses, supplies and vendor coordination
• Arrange domestic and international travel, visas, accommodation and logistics for the GM
• Maintain organized filing systems for documents, contracts and records pertaining to the GM's office

Job description

Responsible for managing all administrative and executive support functions for the General Manager (GM), ensuring the smooth and efficient day-to-day operation of the GM's office. The role acts as a trusted right hand to the GM, handling correspondence, scheduling, and coordination with internal and external stakeholders, while proactively observing existing organizational processes, identifying gaps, and providing recommendations to enhance efficiency and effectiveness across the business.

• Manage the GM's calendar, appointments, meetings and travel arrangements, ensuring optimal use of time and proactively resolving scheduling conflicts
• Prepare, review and manage correspondence, presentations, reports and briefing documents on behalf of the GM
• Act as the first point of contact for internal and external stakeholders seeking access to the GM, screening and prioritizing requests
• Organize and coordinate meetings, including agenda preparation, minute-taking and follow-up on action items and decisions
• Handle confidential and sensitive information relating to the GM's office with the utmost discretion and professionalism
• Coordinate with department heads to ensure timely submission of reports, approvals and deliverables required by the GM
• Manage the GM's office administration, including budget, expenses, supplies and vendor coordination
• Arrange domestic and international travel, visas, accommodation and logistics for the GM
• Maintain organized filing systems, both physical and digital, for documents, contracts and records pertaining to the GM's office