Executive Secretary

Confidential Company; Jeddah; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading firm in Jeddah seeks an Executive Secretary to provide high-level administrative support to senior leadership. The role demands exceptional organizational skills, professionalism, and a strong command of both English and Arabic. Responsibilities include managing executive schedules, preparing high-level documents, and facilitating communication between stakeholders. Candidates should have a Bachelor's degree and a minimum of 5 years supporting C-level executives, preferably in a corporate environment. This position requires confidentiality and excellent multitasking capabilities.

Qualifications

• Bachelor's degree in Business Administration, Office Management, or related field.
• Minimum 5 years of experience supporting C‑level executives.
• Excellent command of English and Arabic (written and verbal).

Responsibilities

• Manage the executive’s calendar and schedule meetings.
• Act as the primary point of contact for stakeholders.
• Organize executive events and ensure smooth office operations.

Skills

Organizational skills

Professionalism

Confidentiality

Communication in English

Communication in Arabic

Time management

Education

Bachelor’s degree in Business Administration or related field

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Job Purpose:

The Executive Secretary provides high‑level administrative support to senior leadership, ensuring efficient management of executive schedules, communication, and office operations. This role requires exceptional organizational skills, professionalism, confidentiality, and the ability to manage multiple tasks with accuracy and discretion.

Key Responsibilities

1. Executive Support

• Manage the executive’s calendar, schedule meetings, and coordinate appointments.
• Prepare meeting agendas, attend meetings, and record minutes.
• Handle travel arrangements, including flights, hotels, transportation, and travel itineraries.
• Draft, review, and edit correspondence, presentations, and reports in both English and Arabic.

2. Communication & Coordination

• Act as the primary point of contact between the executive and internal/external stakeholders.
• Coordinate with different departments to ensure timely follow‑up and action on tasks assigned by the executive.
• Prepare briefing materials, summaries, and follow‑up notes for the executive.

3. Office & Administrative Management

• Organize executive events, workshops, and high‑level meetings.
• Process expense reports, purchase requisitions, and related administrative documents.
• Ensure smooth daily operations of the Executive Office.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Office Management, or related field.
• Minimum 5 years of experience supporting C‑level executives; experience in a corporate or multinational environment preferred.
• Excellent command of English and Arabic (written and verbal).
• Strong knowledge of MS Office (Word, Excel, PowerPoint, Outlook).
• Experience preparing high‑level documents, minutes, reports, and presentations.