Executive Secretary

Position Overview

Jabiyah in Jeddah, Saudi Arabia is looking for an Executive Secretary to offer high-level administrative and executive support within a dynamic, professional setting. This position demands proactive engagement, discretion, strong judgment, and the ability to juggle multiple tasks while ensuring thorough completion.

Core Responsibilities

• Oversee scheduling for executives including calendars, meetings, appointments, and visits, effectively resolving conflicts.
• Organize internal and external meetings, ensuring all pertinent materials and information are prepared ahead of time.
• Monitor executive tasks, decisions, and commitments through to their completion.
• Draft and document meeting agendas, minutes, action items, and follow-up reports.
• Compose and manage professional correspondence such as emails, letters, reports, and official documents.
• Coordinate communications between executives and internal/external stakeholders including clients and partners.
• Handle confidential materials, contracts, client data, and sensitive business information with utmost discretion.
• Prioritize incoming requests to determine urgency, necessary follow-up, escalation, or scheduling.
• Maintain clear and organized records both digitally and physically with accurate document control practices.
• Proactively follow up with responsible parties without repeated instructions from management.
• Prepare succinct executive summaries reporting on completed, outstanding, and pending issues that require decisions.
• Provide professional and discreet support to executives and their guests.
• Effectively manage sudden changes, urgent requests, and competing demands while maintaining oversight of existing commitments.
• Utilize calendars, CRM tools, task management applications, and Microsoft Office software efficiently.
• Deliver additional executive and administrative assistance in alignment with business necessities.

Qualifications and Requirements

• Bachelor's degree in Business Administration, Office Management, or related discipline.
• Prior experience in executive secretarial roles, executive assistant positions, or advanced administrative support preferred.
• Excellent command of Arabic with strong professional writing abilities.
• Competent English communication skills.
• Advanced proficiency in Microsoft Office suite – notably Outlook, Word, Excel, and PowerPoint.
• Outstanding organizational abilities and follow-up skills, with keen time management.
• High attention to detail capable of spotting missing information or issues.
• Professional demeanor, communication skills, and business etiquette.
• Absolute commitment to confidentiality and discretion.
• Self-motivated with ownership of responsibilities and capability to work autonomously.
• Effective under pressure, with the ability to adapt to shifting priorities and manage several tasks concurrently.

Additional Information

This role is not suitable for those who require constant supervision, prefer routine administrative tasks, or are uncomfortable with proactive follow-ups.