Executive Secretary - VP Office

Taj HR; Saudi Arabia; On-site; SAR 90,000 - 150,000; Full time

Job summary

Taj HR is seeking an Executive Secretary to support the VP Office in a premier contracting organization in Saudi Arabia. The role requires managing the VP's calendar, coordinating travel, and handling high-level correspondence with professional English communication.

Key duties include preparing reports and presentations, maintaining confidential documents, and supporting office administration and cost control. Experience in oil & gas contexts and higher education environments is advantageous.

Qualifications

• Education: 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.

Responsibilities

• Maintain the VP’s calendar, plan appointments, schedule meetings, and coordinate travel arrangements.
• Receive and screen incoming calls, handle/prioritize emails, packages, and official correspondence with fluent English communication.
• Handle confidential documents ensuring strict security and discretion.
• Prepare presentations, draft assigned reports, attend high-level meetings to take minutes, and follow up on VP-signed documents and action items.
• Prepare invoices, financial documents, assist with timekeeping, and monitor cost-effective office supplies.
• Maintain organized electronic and paper records for easy accessibility.

Skills

Strong English communication

Excellent organization

Time management

Discretion/confidentiality

Education

Degree in Business Administration

Diploma/Certificate in MS Office & ERP

Tools

MS Office

ERP systems

Basic accounting

Job description

job Announcement: Executive Secretary - VP Office Company Overview A premier contracting organization operating under an established international group founded in 1977.

The group provides comprehensive services across General Contracting, Heavy Equipment Rental, Local Staffing & Outsourcing, Overseas Recruitment, Project Support, and Oilfield Supplies.

Job Purpose

To manage the executive office of the Vice President (VP) in terms of overall secretarial and administrative needs.

Key Duties & Responsibilities

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

Requirements & Qualifications

• Education: 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.