Executive Secretary

United Group; Jeddah; On-site; SAR 150,000 - 210,000; Full time

Job summary

United Group is seeking an experienced CEO Office Manager to oversee day-to-day operations of the CEO’s office, providing discreet, high-level administrative support, coordination, and governance. The role serves as the key liaison between the CEO, the Board, senior leadership, and external stakeholders, ensuring priorities are managed effectively.

Responsibilities include managing calendars, coordinating meetings and travel, preparing communications and reports, organizing board activities,

Qualifications

• 3–5 years of experience as an Executive Secretary or Executive Assistant.
• Bachelor’s degree in Business Administration, Management, or related field.
• Strong English communication and business writing skills.
• Excellent organizational and confidentiality abilities.

Responsibilities

• Manage the CEO’s calendar, meetings, and travel arrangements.
• Prepare correspondence, presentations, and reports for the CEO.
• Coordinate Board and Executive Committee meetings and minute-taking.
• Oversee daily office operations and budget, maintaining confidentiality.

Skills

Executive support

Coordination

Confidentiality

English communication

Education

Bachelor's degree in Business Administration or related field

Job description

The CEO Office Manager manages the day-to-day operations of the CEO’s office, providing high-level administrative, coordination, and confidentiality support to ensure the CEO’s time, communications, and priorities are managed effectively. The role acts as a key liaison between the CEO, the Board, senior leadership, and external stakeholders, and oversees the smooth functioning of the executive office.

Key Accountabilities:

Executive Support & Coordination

• Manage the CEO’s calendar, proactively prioritizing and coordinating meetings, appointments, and travel arrangements.
• Prepare, review, and coordinate correspondence, presentations, and reports on behalf of the CEO.
• Coordinate Board and Executive Committee meetings, including agenda preparation, documentation, and minute-taking.
• Track action items arising from CEO meetings and follow up with department heads to ensure timely execution.Serve as the primary point of contact between the CEO’s office and internal/external stakeholders.

Office Operations & Administration

• Oversee the daily operations of the CEO’s office, ensuring smooth workflow and administrative efficiency.
• Manage the CEO office budget, expenses, and vendor relationships.
• Maintain confidential files, records, and documentation in line with company policy and information governance standards.
• Organize and coordinate executive events, offsites, board visits, and official functions.
• Supervise administrative and support staff within the CEO’s office, as applicable.

Stakeholder & Communication Management

• Liaise with senior leadership, Board members, government entities, and external partners on behalf of the CEO.
• Handle sensitive and confidential information with the highest level of discretion and professional judgment.
• Draft and review official communications, ensuring alignment with company tone, brand, and governance standards.
• Coordinate cross-functional projects and initiatives on behalf of the CEO, tracking progress and flagging risks.

Experience & Academic Qualifications:

• 3–5 years of experience as an Executive Secretary, Executive Assistant, or similar role, preferably supporting senior executives.
• Bachelor’s degree in Business Administration, Management, or a related field.
• Strong English communication and business writing skills.
• Strong organizational, communication, and confidentiality skills.