Executive Secretary

confidential; Kuwait City; On-site; KWD 13,000 - 20,000; Full time

Job summary

confidential is seeking an exceptional Executive Secretary to support our leadership in the real estate sector in Al Kuwait. The role focuses on maintaining executive office efficiency and coordinating high-level administrative tasks for senior leaders.

Responsibilities include calendar and meeting management, document preparation, travel arrangements, and liaison with internal and external stakeholders. The ideal candidate communicates fluently in English and Arabic, handles confidential

Qualifications

• Experience as an executive secretary or similar role preferred.
• Strong organizational and multitasking abilities to support executives.
• Excellent written and verbal communication in English and Arabic.
• Ability to maintain confidentiality and exercise discretion.
• Proven time management and prioritization skills.
• Analytical mindset with attention to detail.
• Strong interpersonal skills and stakeholder management.
• Valid Kuwait driving license.
• Proficiency with MS Office and project management tools.

Responsibilities

• Manage and coordinate the executive's calendar, schedule appointments and meetings.
• Prepare and edit correspondence, reports, and presentations with accuracy.
• Plan and coordinate company events and meetings, handling logistics.
• Liaise between executives and internal/external stakeholders.
• Maintain organized filing systems and databases, physical and electronic.
• Handle confidential information with discretion.
• Monitor office supplies and equipment; coordinate with vendors.
• Process payments, reimbursements, petty cash, and budget reviews.
• Provide general administrative support including travel arrangements and expense reports.
• Arrange business and personal travel: flights, hotels, visas, ground transport; prepare itineraries.
• Flexibility for early/late hours and weekends; travel with CEO as needed.
• Support on personal tasks to balance business/personal schedule.

Skills

Organizational skills

Communication skills

Confidentiality

Time management

Analytical skills

Interpersonal skills

Arabic & English language skills

Kuwait driving license

Tools

Microsoft Office Suite

Job description

We are seeking an exceptional Executive Secretary to join our dynamic team in the real estate sector in Al Kuwait. This role is pivotal in ensuring the smooth operation of our executive office, providing top-tier administrative support to our leadership team. You will have the opportunity to work closely with senior executives and will play a crucial role in maintaining the efficiency of our operations. Your organizational skills and attention to detail will ensure that our executives can focus on driving the company forward.

Responsibilities

1. Manage and coordinate the executive's calendar, scheduling appointments and meetings, ensuring optimal time management and prioritization of tasks to enhance productivity.
2. Prepare and edit correspondence, reports, and presentations, utilizing advanced software tools to create accurate documents and maintain versions.
3. Assist in the planning and execution of company events and meetings, ensuring all logistical details are handled efficiently to create a seamless experience for attendees.
4. Act as a liaison between executives and internal/external stakeholders, fostering positive relationships and ensuring effective communication across all levels of the organization.
5. Maintain organized filing systems and databases - physical & electronic, ensuring that all documents are easily accessible and up-to-date to support the executive's operational needs.
6. Handle confidential information with discretion, ensuring that sensitive materials are managed appropriately to protect the company's interests.
7. Monitor and manage office supplies and equipment, coordinating with vendors to ensure that necessary resources are available for the executive team.
8. Process payments & reimbursements, handle petty cash, corporate card statements; review SOA & reconcile trip/event/stationary budgets.
9. Provide general administrative support, including travel arrangements, expense reports, and other tasks as needed to facilitate the smooth operation of the executive office.
10. Arrange all business & personal travel: flights, hotels, visas, ground transport and prepare detailed itineraries, packs, and contingency plans; support on-trip changes
11. Flexible to early/late hours and weekends when needed; travel with the CEO when required.
12. Handle selected personal tasks (appointments, household/vendor coordination) to support a blended business–personal schedule

Skills

• Exceptional organizational skills to manage multiple tasks and priorities effectively.
• Proficient in advanced office software, including Microsoft Office Suite and project management tools.
• Strong verbal and written communication skills to interact professionally with stakeholders at all levels.
• Ability to maintain confidentiality and handle sensitive information with integrity.
• Excellent time management skills to ensure deadlines are consistently met.
• Analytical skills to conduct research and provide insights that inform executive decisions.
• Strong interpersonal skills to build and maintain positive relationships within the team and with external partners.
• Arabic & English language skills.
• Posses Kuwait driving license.