Executive Secretary

MPFM - MULTI PATHS FACILITIES MANAGEMENT CO. شركة المسارات المتعددة لإدارة المرافق; Jeddah; On-site; SAR 89,000 - 134,000; Full time

Job summary

MPFM - MULTI PATHS FACILITIES MANAGEMENT CO. invites applications for an Executive Secretary based in Jeddah.

The role provides high-level administrative and secretarial support to senior leadership, managing calendars, meetings, travel, and communications. You will prepare reports and presentations, maintain confidential records, coordinate internal and external communications, arrange meetings and events, and ensure accurate filing and documentation.

Qualifications

• Strong clerical and filing skills with data entry and records management.
• Excellent written and verbal communication with stakeholders.
• Experience in company secretarial work and handling confidential documentation.
• Proven executive support including calendar, travel, meetings, and follow-up.
• Professional, service-oriented approach with strong customer service.
• Proficient in MS Office, email, calendars, and basic reporting.
• Ability to prioritize, manage time, and work under pressure with attention to detail.
• Experience as Executive Secretary or Administrative Assistant; facilities mgmt experience is a plus.
• Bachelor's or diploma in business administration or related field preferred.
• Professional demeanor with discretion when handling information.

Responsibilities

• Provide high-level administrative and secretarial support to senior leadership.
• Manage calendars and schedule meetings.
• Organize travel and accommodations and prepare reports and presentations.
• Handle calls, inquiries, and maintain confidential records.
• Coordinate internal and external communications.
• Arrange meetings and events, draft minutes, follow up on actions.
• Ensure office documentation and filing systems are accurate and up to date.
• Collaborate with other departments and external stakeholders.

Skills

Clerical skills

Communication

Data entry

Records management

Calendar management

Travel coordination

Meeting organization

Task follow-up

Customer service

MS Office

Education

Diploma or Bachelor's in business administration

Job description

Company Description

Multi Paths Facilities Management Services, a subsidiary of MPCCO, provides innovative and sustainable facility and property management solutions across Saudi Arabia. The company designs custom programs that range from specialized cleaning services to fully integrated facility management, tailored to each client’s operational needs. With a workforce of over 5,000 skilled professionals and a strong presence in more than four major cities, MPFM supports diverse sectors such as food and beverage, hospitals, retail shops, warehouses, and logistics. The organization focuses on complex outsourcing and manpower support, aiming to be a strategic partner that delivers the right people and solutions to power clients’ businesses.

Role Description

The Executive Secretary role is a full-time, on-site position based in Jeddah, responsible for providing high-level administrative and secretarial support to senior leadership. Day-to-day tasks include managing calendars, scheduling meetings, organizing travel and accommodations, and preparing correspondence, reports, and presentations. The Executive Secretary will handle incoming calls and inquiries, maintain confidential records, and coordinate internal and external communications on behalf of executives. The role also involves organizing meetings and events, drafting minutes, following up on action items, and ensuring that office documentation, filing systems, and administrative processes are accurate and up to date. Collaboration with other departments and external stakeholders is essential to support smooth operations and timely information flow.

Qualifications

• Strong clerical skills, including document preparation, filing, data entry, and records management.
• Excellent communication abilities, both written and verbal, with strong interpersonal skills for dealing with internal and external stakeholders.
• Experience in company secretarial work, such as preparing minutes, agendas, and official correspondence, and maintaining confidential documentation.
• Proven executive administrative assistance capabilities, including calendar management, travel coordination, meeting organization, and task follow-up.
• Solid customer service skills, with a professional, service-oriented approach and the ability to respond to inquiries efficiently and courteously.
• Proficiency in office software (e.g., MS Office suite), email and calendar tools, and basic report preparation.
• Ability to prioritize tasks, manage time effectively, and work under pressure while maintaining attention to detail.
• Previous experience as an Executive Secretary, Administrative Assistant, or similar role; experience in facilities management or related industries is an advantage.
• Relevant diploma or bachelor’s degree in business administration, office management, or a related field is preferred.
• Professional demeanor, discretion when handling