Executive Secretary

About the Company

Multi Paths Facilities Management Services (MPFM), a subsidiary of MPCCO, delivers innovative and sustainable solutions in facility and property management throughout Saudi Arabia. MPFM crafts bespoke management programs, ranging from specialized cleaning to comprehensive integrated facility management tailored to clients’ operational requirements. Their workforce exceeds 5,000 skilled professionals operating across more than four major cities. The company serves diverse sectors including food and beverage, healthcare, retail, warehousing, and logistics. MPFM specializes in complex outsourcing and manpower support, aiming to be a strategic partner providing the right personnel and solutions to empower client businesses.

Role Overview

The Executive Secretary position is a full-time onsite job based in Jeddah, responsible for delivering high-level administrative and secretarial support to senior executives. Daily duties involve calendar management, scheduling meetings, arranging travel and accommodation, and preparing correspondences, reports, and presentations. The role includes handling calls and inquiries, maintaining confidential records, and coordinating communications internally and with external parties.

This position also entails organizing meetings and events, drafting meeting minutes, tracking action items, and ensuring documentation, filing systems, and administrative procedures are accurate and current. Close collaboration with internal departments and external stakeholders is crucial to support seamless operations and timely information exchange.

Qualifications and Requirements

• Strong clerical capabilities such as document prep, filing, data entry, and records upkeep.
• Excellent verbal and written communication skills, with interpersonal aptitude for engaging internal and external contacts.
• Experience in company secretarial tasks including minutes preparation, agenda setting, official correspondence, and securing confidential documents.
• Proven skills in executive administrative support: calendar coordination, travel planning, meeting organization, and task follow-up.
• Outstanding customer service orientation with professional conduct and prompt, courteous response to inquiries.
• Proficiency with office software suites like MS Office, email and calendar applications, and basic report creation.
• Strong prioritization, time management, and capability to work under pressure without compromising attention to detail.
• Prior experience as an Executive Secretary, Administrative Assistant, or equivalent; background in facilities management or related sectors is an advantage.
• Educational qualification: diploma or bachelor's degree in business administration, office management, or a related discipline is preferred.
• Professionalism and discretion in handling sensitive matters.