Executive Secretary to Managing Director - KSA

About the Role

We are seeking a highly organized and service-oriented Executive Secretary to provide high-level administrative and personal support to the Managing Director of a prestigious, diversified business group based in Dammam, Saudi Arabia. This role is pivotal in ensuring the seamless operation of executive functions, encompassing calendar management, travel coordination, meeting logistics, and document preparation. The ideal candidate will be a detail-driven professional with exceptional discretion, strong proficiency in Microsoft Office, and the ability to thrive in a fast-paced, executive environment.

Key Responsibilities

• Executive Calendar Management: Oversee the Managing Director’s calendar with precision, scheduling, rescheduling, and prioritizing meetings across multiple time zones. Prepare comprehensive briefs and agendas to ensure productive and efficient engagements.
• Travel Coordination: Manage end-to-end travel arrangements, including flights, visa processing, accommodation bookings, ground transportation, and detailed itinerary planning for both domestic and international trips.
• Stakeholder Communication: Serve as the primary liaison between the Managing Director and internal as well as external stakeholders. Screen and manage calls and correspondence with professionalism and discretion.
• Document Preparation: Draft, format, and proofread high-level reports, presentations, and executive summaries using Microsoft Word, Excel, and PowerPoint to support strategic decision-making.
• Task and Deadline Tracking: Monitor action items, deadlines, and follow-ups to ensure timely execution of tasks and decisions, maintaining a high standard of operational efficiency.
• Meeting Organization: Plan and coordinate board and leadership meetings, including logistics, venue arrangements, virtual meeting links, materials distribution, minute-taking, and action register management.
• Confidentiality and Record-Keeping: Maintain strict confidentiality while managing sensitive files, records, and databases with meticulous attention to detail and adherence to data protection protocols.
• General Administrative Support: Handle personal appointments, expense management, reimbursements, and document processing as required, ensuring all tasks are completed with accuracy and timeliness.
• Project and Event Support: Provide assistance on ad-hoc executive projects and light event coordination to support the broader objectives of the organization.

Key Requirements

• Fluent proficiency in English (spoken and written) is essential.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Proven experience in providing executive support, with strong personal assistant (PA) skills.
• Expertise in calendar management and travel arrangement coordination.
• Exceptional reporting skills, including drafting, formatting, and consolidating executive-level documents.

Preferred Qualifications

While not mandatory, candidates with the following attributes will be highly regarded:

• 2–5 years of experience supporting C-level executives or senior leadership in a corporate environment.
• Strong business writing and presentation skills, with the ability to convey complex information clearly and concisely.
• Demonstrated discretion and integrity in handling sensitive and confidential information.
• Fluency in Arabic is a valuable asset.
• Experience with video conferencing tools and basic project tracking methodologies.

About the Client

The organization is a reputable, diversified business group headquartered in Dammam, with a strong presence across real estate, infrastructure, and investments. Committed to excellence, integrity, and operational efficiency, the company fosters a dynamic and professional work environment. We welcome applications from all nationalities, with a particular encouragement for Saudi nationals to apply.