Executive Secretary

معهد الصناعات الغذائية-Food Industries Polytechnic; Riyadh; On-site; SAR 90,000 - 120,000; Full time

Job summary

Food Industries Polytechnic in Riyadh, Saudi Arabia, seeks an experienced Executive Secretary to provide high-level administrative support to senior leadership. The role requires professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities include managing complex calendars, coordinating meetings, preparing documents, and ensuring smooth operations across departments. C-suite support experience and strong MS Office skills are preferred.

Qualifications

• 5-7 years of experience in administrative support or executive assistance.
• Strong calendar management, travel coordination, and correspondence.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential information with integrity.

Responsibilities

• Manage complex calendars, coordinate meetings, and arrange travel itineraries.
• Prepare, edit, and format correspondence, presentations, and reports.
• Screen, prioritize, and respond to inquiries from executives and stakeholders.
• Plan and coordinate internal and external meetings, events, and conferences.
• Maintain filing systems, records, and confidential information with high accuracy.
• Prepare agendas, take minutes, and track action items.
• Liaise with internal teams and external partners to ensure timely delivery of tasks.
• Support special projects and cross-departmental initiatives as needed.
• Monitor and manage office workflow to optimize efficiency.

Skills

Calendar management

Travel coordination

Executive support

Written communication

Confidentiality

Time management

Education

Bachelor’s degree (preferred)

Tools

MS Office Suite

Productivity tools

Job description

Job Summary

The Executive Secretary provides high-level administrative support to senior leadership, ensuring efficient operations, effective communication, and organized workflow. This role requires professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Manage complex calendars, coordinate meetings, and arrange travel itineraries
• Prepare, edit, and format correspondence, presentations, and reports
• Screen, prioritize, and respond to inquiries from executives and stakeholders
• Plan and coordinate internal and external meetings, events, and conferences
• Maintain filing systems, records, and confidential information with high accuracy
• Prepare agendas, take minutes, and track action items
• Liaise with internal teams and external partners to ensure timely delivery of tasks
• Support special projects and cross-departmental initiatives as needed
• Monitor and manage office workflow to optimize efficiency

Required Qualifications

• 5-7 years of experience in administrative support or executive assistance
• Strong command of calendar management, travel coordination, and correspondence
• Excellent written and verbal communication skills
• Demonstrated ability to handle confidential information with integrity

Preferred Qualifications

• Experience supporting C-suite executives
• Proficiency in project coordination and event planning
• Advanced MS Office skills (Word, Excel, PowerPoint, Outlook) and familiarity with productivity tools
• Comfort working in a dynamic, deadline-driven environment

Skills And Competencies

• Superior organizational and time-management abilities
• Exceptional attention to detail and accuracy
• Strong problem-solving and proactive decision-making
• Professionalism, discretion, and sound judgment
• Collaborative mindset with effective interpersonal skills

Education and Certifications

• Bachelor’s degree in Business Administration, Communications, or a related field (preferred)
• Certifications in administrative management or office administration are a plus