Executive Secretary

Dallah Health; Saudi Arabia; On-site; SAR 120,000 - 180,000; Full time

Job summary

Dallah Health in Saudi Arabia is seeking an experienced Executive Administrator to support the Chief Shared Services Office. You will manage confidential documentation, coordinate calendars, and prepare professional communications for internal and external stakeholders.

Ideal candidates have 3–5 years of senior administrative experience, preferably in healthcare or regulated environments, and hold a Bachelor's degree in a related field.

Qualifications

• 3–5 years of experience supporting senior executives, preferably in healthcare or regulated environments.
• Experience handling confidential information and maintaining records with discretion.
• Bachelor’s degree in business administration, supply chain, management, or related field.

Responsibilities

• Provide confidential executive support to the Chief Shared Services Office.
• Coordinate calendars, meetings, travel, and internal/external communications.
• Prepare reports, presentations, and HR communications.
• Maintain filing systems and ensure compliance with policies.
• Liaise with departments, regulators, vendors, and partners.

Skills

Executive support

Office administration

Stakeholder coordination

Education

Bachelor’s Degree in Business Administration

Tools

Microsoft Office Suite

Contract management software

Job description

Roles and Responsibilities

Organizational Accountabilities

• Ensuring efficient administrative and coordination support to the Chief Shared Services Office
• Maintaining confidentiality and secure handling of sensitive contractual operational and organizational information
• Supporting effective communication between the Chief Shared Services Officer and internal external stakeholders including vendors and service providers
• Ensuring proper documentation record-keeping and compliance readiness across shared services functions
• Enhancing operational efficiency within the Shared Services executive office
• Supporting compliance with organizational policies procurement regulations safety requirements and professional standards
• Promoting professionalism and high service standards in executive and stakeholder interactions

Functional Accountabilities

• Manage office calendar appointments and meeting schedules
• Coordinate Human Capital leadership meetings and organizational committees
• Handle incoming and outgoing communications on behalf of the Office
• Draft review and format professional correspondence reports presentations and HR-related communications
• Prepare meeting agendas presentations and supporting documents
• Attend meetings as required record minutes and track action items
• Maintain organized filing systems physical and electronic
• Ensure secure handling of confidential employee and Human Capital documents
• Support document retrieval for audits accreditation and compliance reviews
• Arrange business travel accommodation and itineraries for the Office
• Coordinate logistics for official visits executive meetings and Office events
• Assist in preparing workforce reports organizational charts presentations and executive summaries
• Maintain tracking logs for recruitment requests manpower plans organizational changes and strategic HR initiatives
• Act as a liaison between the office and departments across the organization
• Coordinate with external stakeholders including regulatory authorities consultants accreditation bodies and recruitment partners
• Ensure smooth communication flow across all parties
• Support confidentiality and compliance with Saudi labor regulations and PDPL requirements

• 3-5 years of experience in executive or senior administrative support.
• Experience supporting senior executives (C-level preferred).
• Experience in healthcare or regulated environment preferred.
• Strong understanding of executive office operations and support services functions (procurement, facilities, IT, supply chain, and general services).
• Familiarity with document control, contract and service documentation, reporting, and coordination.
• Experience in handling confidential and sensitive information.
• Bachelor's Degree in Business Administration, Supply Chain, Management, or a related field.
• Executive Secretary / Administrative Professional certification (Preferred)
• Office Management or Business Communication training (Preferred)
• Microsoft Office certification (advanced level) (Preferred)