Executive Secretary

Jadeer Logistics; Al Khobar; On-site; SAR 150,000 - 270,000; Full time

Job summary

The Executive Secretary to the CEO provides high-level administrative support, ensuring the CEO’s schedule, priorities, and communications are effectively managed. This role plays a key part in supporting Jadeer Logistics Services Company’s executive leadership, helping with strategic planning and internal coordination efforts.

The position requires discretion, professionalism, and a strong understanding of the company's objectives, operations, and stakeholder relationships.

Qualifications

• Bachelor’s degree in business administration, Executive Support Services, or a related field.
• Additional certification in Executive Assistance or Office Management is a plus.

Responsibilities

• Handle the CEO’s daily calendar, schedule meetings, and coordinate internal and external appointments with precision and professionalism.
• Prepare, review, and format executive-level documents, reports, presentations, and business correspondence.
• Serve as the primary point of contact between the CEO and internal departments, clients, board members, government entities, and external stakeholders.
• Coordinate board and leadership meetings, including agenda setting, minute taking, follow-up tracking, and action item reporting.
• Monitor and manage incoming communications (email, phone calls, mail), prioritizing messages and drafting responses where appropriate.
• Handle confidential information with the highest degree of integrity and discretion.
• Arrange complex travel itineraries and logistics (visas, hotels, flights, transportation) and prepare related expense reports and reconciliations.
• Track and follow up on strategic tasks and project deadlines on behalf of the CEO.
• Support cross-functional initiatives and special assignments as directed by the CEO.
• Ensure seamless alignment with Jadeer’s corporate governance protocols and executive reporting practices.
• Support the CEO in tracking the execution of strategic initiatives across all departments, facilitating timely decisions, and ensuring leadership cadence supports Jadeer Logistics' overall growth, compliance, and transformation roadmap.

Skills

Calendar management

Executive support

MS Office Suite

Discretion & confidentiality

English communication

Stakeholder coordination

Education

Bachelor's degree in Business Administration or related field

Tools

MS Office Suite

Job description

JOB SUMMARY

The Executive Secretary to the CEO provides high-level administrative support, ensuring the CEO’s schedule, priorities, and communications are effectively managed. This role plays a key part in supporting Jadeer Logistics Services Company’s executive leadership, helping with strategic planning and internal coordination efforts. The position requires discretion, professionalism, and a strong understanding of the company's objectives, operations, and stakeholder relationships.

2.1 Required Educational Level

• Bachelor’s degree in business administration, Executive Support Services, or a related field.
• Additional certification in Executive Assistance or Office Management is a plus.

2.2 Required Experience

Minimum 5 years of experience supporting C-level executives, preferably in logistics, supply chain, or large corporate environments.

2.3 Required Competencies & Skills

• Exceptional organizational and time management skills.
• Advanced written and verbal communication abilities in English.
• Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• High attention to detail, with the ability to multitask and manage competing priorities.
• Professional demeanor with strong interpersonal and problem-solving skills.
• Ability to maintain confidentiality and act with discretion and diplomacy.

PRIMARY ACCOUNTABILITIES & RESPONSIBILITIES

• Handle the CEO’s daily calendar, schedule meetings, and coordinate internal and external appointments with precision and professionalism.
• Prepare, review, and format executive-level documents, reports, presentations, and business correspondence.
• Serve as the primary point of contact between the CEO and internal departments, clients, board members, government entities, and external stakeholders.
• Coordinate board and leadership meetings, including agenda setting, minute taking, follow-up tracking, and action item reporting.
• Monitor and manage incoming communications (email, phone calls, mail), prioritizing messages and drafting responses where appropriate.
• Handle confidential information with the highest degree of integrity and discretion.
• Arrange complex travel itineraries and logistics (visas, hotels, flights, transportation) and prepare related expense reports and reconciliations.
• Track and follow up on strategic tasks and project deadlines on behalf of the CEO.
• Support cross-functional initiatives and special assignments as directed by the CEO.
• Ensure seamless alignment with Jadeer's corporate governance protocols and executive reporting practices.
• Support the CEO in tracking the execution of strategic initiatives across all departments, facilitating timely decisions, and ensuring leadership cadence supports Jadeer Logistics' overall growth, compliance, and transformation roadmap.