Executive Secretary - Digital Transformation | Saudi Arabia

Rawaj HCM Jobs; Rabigh; On-site; SAR 156,000 - 234,000; Full time

Job summary

Rawaj HCM Jobs is seeking an Executive Secretary to provide high-level administrative support to senior management in Jeddah. The role ensures smooth day-to-day operations, manages calendars, handling correspondence, and coordinates across departments.

The ideal candidate holds a bachelor's degree and at least 7 years of experience, with exceptional language skills in Arabic and English, and professional discretion for confidential matters in a government services context.

Qualifications

• Bachelor's degree in Business Administration, Secretarial Studies, or a related field.
• Minimum 7 years of experience in an Executive Secretary or Executive Assistant role.
• Arabic and English language proficiency (written and spoken).
• Strong organizational, multitasking, and time-management skills.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to interact with senior management and stakeholders.

Responsibilities

• Manage the executive's calendar, schedule appointments, and coordinate meetings, ensuring effective time management.
• Handle incoming and outgoing correspondence, emails, and phone calls on behalf of senior management.
• Prepare, review, and organize reports, presentations, memos, and official documents.
• Coordinate travel arrangements, including flights, accommodation, and itineraries.
• Organize and coordinate internal and external meetings, including agenda preparation and minute-taking.
• Maintain confidential files, records, and documentation in an organized and accessible manner.
• Liaise with internal departments and external stakeholders to ensure smooth communication and follow-up on action items.
• Handle sensitive and confidential information with a high level of professionalism and discretion.
• Support in organizing events, conferences, and official visits as required.

Skills

Calendar management

Correspondence handling

Travel arrangements

Meeting coordination

Confidential information handling

Event organization

Office administration

Arabic and English communication

MS Office proficiency

Stakeholder management

Education

Bachelor's degree in Business Administration, Secretarial Studies, or a related field

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Leverage your abilities and join the dynamic team of a leading company operating in the government services and process facilitation sector.

The Executive Secretary will provide high-level administrative and secretarial support to senior management, ensuring smooth day-to-day office operations, effective calendar and correspondence management, and seamless coordination across departments. The role requires strong organizational skills, professionalism, and the ability to handle confidential matters with discretion.

Key Accountabilities

• Manage the executive's calendar, schedule appointments, and coordinate meetings, ensuring effective time management.
• Handle incoming and outgoing correspondence, emails, and phone calls on behalf of senior management.
• Prepare, review, and organize reports, presentations, memos, and official documents.
• Coordinate travel arrangements, including flights, accommodation, and itineraries.
• Organize and coordinate internal and external meetings, including agenda preparation and minute-taking.
• Maintain confidential files, records, and documentation in an organized and accessible manner.
• Liaise with internal departments and external stakeholders to ensure smooth communication and follow-up on action items.
• Handle sensitive and confidential information with a high level of professionalism and discretion.
• Support in organizing events, conferences, and official visits as required.
• Perform general administrative duties to support the smooth operation of the executive office.

We Are Looking For:

• Bachelor's degree in Business Administration, Secretarial Studies, or a related field.
• Minimum 7 years of experience in an Executive Secretary or Executive Assistant role.
• Any Arab nationality.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal communication skills in both Arabic and English.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal skills with the ability to interact effectively with senior management and stakeholders.
• Location: Jeddah, Saudi Arabia.