Executive Secretary

Holool Aloula (NCBS National Company for Business Solutions); Riyadh; On-site; SAR 110,000 - 150,000; Full time

Job summary

Holool Aloula (NCBS National Company for Business Solutions) seeks an Executive Secretary to provide high-level administrative support to senior executives and the Board of Directors, manage communications, calendars, and travel arrangements, and safeguard confidentiality.

The role encompasses coordinating board and committee meetings, drafting minutes and governance documents, and reporting. You will liaise with legal/compliance, organize events, and assist with annual governance submissions.

Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field.
• 5+ years of experience as an Executive Secretary or similar senior role.
• Experience supporting Board of Directors and senior leadership.
• Experience drafting board agendas, minutes and governance documents.

Responsibilities

• Provide full administrative support to senior executives and board members.
• Coordinate board and executive committee meetings, agendas, and materials.
• Prepare official correspondence, reports, and governance documentation.
• Maintain confidential information and filing systems.
• Liaise with senior management, legal, and external advisors.

Skills

Executive support

Calendar management

Governance & compliance

Stakeholder communication

Education

Bachelor’s degree in Business Administration/Management

Job description

The Executive Secretary provides high-level administrative and organisational support to senior executives and the Board of Directors. The role is responsible for managing executive communications, coordinating board and committee meetings, preparing official documentation, and ensuring effective governance and confidentiality at all times.

Key Responsibilities

Executive & Administrative Support

• Provide full administrative support to senior executives and board members.
• Manage executive calendars, appointments, travel arrangements, and correspondence.
• Act as a primary point of contact between executives, board members, and internal/external stakeholders.
• Handle confidential and sensitive information with discretion and professionalism.

Board & Committee Meeting Support

• Coordinate and manage Board of Directors and Executive Committee meetings.
• Prepare board meeting schedules, agendas, and supporting documents in coordination with the Chair and executives.
• Distribute board packs and materials in advance of meetings.
• Attend board and committee meetings to record accurate minutes, decisions, and action items.
• Track follow-ups and ensure timely completion of board resolutions and action points.
• Maintain official board records, resolutions, and governance documentation.

Documentation & Reporting

• Draft, format, and review official correspondence, reports, presentations, and memos.
• Maintain filing systems for executive and board documentation (physical and electronic).
• Support the preparation of annual reports, governance documents, and regulatory submissions where applicable.

Coordination & Communication

• Liaise with senior management, legal, compliance, and external advisors as required.
• Support corporate governance processes and ensure adherence to internal policies and procedures.
• Assist in organising executive events, meetings, and strategic workshops.

Required Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, or a related field.
• 5+ years of experience as an Executive Secretary, Executive Assistant, or similar senior administrative role.
• Proven experience supporting Board of Directors and senior leadership.
• Strong experience in preparing board agendas, minutes, and governance documentation.