Executive Secretary - VP Office

Client of Taj HR; Saudi Arabia; On-site; SAR 60,000 - 100,000; Full time

Job summary

Client of Taj HR is seeking an experienced Executive Secretary to manage the VP's executive office, ensuring efficiency, timeliness, and confidentiality to support leadership productivity.

The role handles calendar, correspondence, meetings, travel, invoices, records, and MS Office/ERP administration; requires fluent English and at least 2 years in similar roles, preferably in Oil & Gas or GCC.

Qualifications

• Degree essential in Business Administration or related field.
• Diploma/Certificate in MS Office & ERP systems preferred.
• At least 2 years of proven experience in executive secretarial or similar administrative role.

Responsibilities

• Maintain VP calendar, plan appointments, schedule meetings, and coordinate travel arrangements.
• Receive and screen calls, handle emails, and manage official correspondence with fluent English.
• Handle confidential documents with security and discretion.

Skills

English communication

Integrity & confidentiality

Organization & time management

Problem-solving

Education

Bachelor's degree in Business Administration or related field

Diploma/Certificate in MS Office & ERP systems

Tools

MS Office

ERP systems

Basic accounting

Job description

Job Purpose

To manage the executive office of the Vice President VP in terms of overall secretarial and administrative needs The goal is to ensure that office affairs are handled at the highest level of efficiency timeliness and confidentiality to support overall leadership productivity

Key Duties amp Responsibilities

• Executive Calendar amp Agenda Maintain the VP s calendar plan appointments schedule meetings and coordinate travel arrangements nbsp
• Correspondence amp Calls Receive and screen incoming calls handle prioritize emails packages and official correspondence with fluent English communication nbsp
• Confidentiality Handle confidential documents ensuring strict security and discretion nbsp
• Reports amp Meetings Prepare presentations draft assigned reports attend high-level meetings to take minutes and follow up on VP-signed documents and action items nbsp
• Office amp Financial Administration Prepare invoices financial documents assist with timekeeping and monitor cost-effective office supplies nbsp
• Record Keeping Maintain organized electronic and paper records for easy accessibility

RequirementsRequirements amp QualificationsEducation

Degree is essential preferably in Business Administration or a related discipline Diploma Certificate in MS Office amp ERP systems is preferred

Experience At least 2 years of proven experience as an Executive Secretary Executive Assistant customer-facing role or similar administrative capacity Must have previous experience working with Training Institutes Colleges Higher Education Institutions Experience within Oil amp Gas EPC companies or GCC region is an advantage Language amp Technical Skills Strong written and spoken English communication skills Proficiency in MS Office ERP systems basic accounting procedures and office management techniques Key Competencies Integrity confidentiality excellent organization time management and problem-solving skills

Requirements & QualificationsEducation:

Degree is essential (preferably in Business Administration or a related discipline). Diploma/Certificate in MS Office & ERP systems is preferred.Experience: At least 2 years of proven experience as an Executive Secretary, Executive Assistant, customer-facing role, or similar administrative capacity. Must have previous experience working with Training Institutes / Colleges / Higher Education Institutions. Experience within Oil & Gas / EPC companies or GCC region is an advantage.Language & Technical Skills: Strong written and spoken English communication skills. Proficiency in MS Office, ERP systems, basic accounting procedures, and office management techniques.Key Competencies: Integrity, confidentiality, excellent organization, time management, and problem-solving skills.