Executive Assistant

Dallah Albaraka; Jeddah; On-site; SAR 70,000 - 90,000; Full time

Job summary

A prominent organization in the Makkah Region seeks an individual to provide comprehensive administrative support to the Office Manager. This involves managing schedules, handling correspondence, and ensuring smooth operations. Candidates should possess a Bachelor's degree, relevant certifications, and a minimum of 3 years' experience in administrative roles within executive environments. Proficiency in Microsoft Office and strong organizational skills are essential.

Qualifications

• 3 years of practical experience in secretarial work or administrative coordination.
• Experience in a leadership or executive environment.

Responsibilities

• Manage the calendar, including scheduling appointments and meetings.
• Draft and edit periodic memos and official correspondence.
• Attend meetings to take accurate minutes and formalize documentation.

Skills

Organizational skills

Time management

Writing official letters

Proficiency in Microsoft Office

Education

Bachelor's degree in management or equivalent

Certified professional certificate in secretarial work

Job description

Providing administrative and organizational support to the office manager by coordinating correspondence, organizing meetings, preparing official documents and presentations, and ensuring the smooth flow of daily business according to the highest standards of professionalism, confidentiality, and commitment.

Responsibilities:

• Managing the calendar, including scheduling appointments and meetings, tracking, and reminding the line Manager of these appointments.
• Receiving, sorting, and prioritizing incoming mail - both physical and electronic - and ensuring timely delivery of important correspondence to the Office Manager and the Chief of Staff.
• Handling incoming inquiries directed to the Office Manager and Chief of Staff by responding directly when appropriate or redirecting them to the relevant parties.
• Drafting and editing periodic memos and official correspondence related to office operations and affiliated departments.
• Composing and reviewing professional letters and documents for language accuracy and proper formatting before final approval and signature.
• Carrying out routine correspondence with internal and external entities as directed by the Office Manager and Chief of Staff.
• Preparing for meetings by organizing agendas, sending invitations, printing materials, setting up technical resources, and arranging hospitality.
• Attending meetings to take accurate minutes, formalizing the documentation, distributing it to relevant stakeholders, and following up on action items.
• Prepare regular and ad hoc reports on administrative workflows, office activities, and official engagements, ensuring proper documentation and archiving.
• Producing written content such as executive summaries, action points, presentations, or support materials for the Office Manager and Chief of Staff.
• Providing administrative support, including coordinating official visits, formal meetings, and logistical arrangements, in collaboration with the protocol officer.
• Maintaining strict confidentiality of the Office information, correspondence, and documents, while ensuring precision and organized record-keeping.

Qualifications

• Bachelor's degree in management, executive secretarial work, business administration, or equivalent.
• Certified professional certificate in secretarial work or executive office management.
• 3 years of practical experience in secretarial work or administrative coordination, preferably in a leadership or executive environment.
• Proficiency in systems and applications (Microsoft Office, etc.).
• Organizing and managing meetings.
• Time management.
• Writing official letters and correspondence.