Executive Secretary

Position Overview

We are seeking a highly organized and proactive Executive Secretary to support the Vice President (VP) in managing the office’s daily administrative operations. This role is pivotal in ensuring seamless communication, efficient scheduling, and meticulous document handling to enhance the VP’s productivity and the overall effectiveness of the executive team. The position is based in Dammam, Eastern Province, Saudi Arabia, and is offered on a one-year contract with the potential for extension. Fluency in English—both written and verbal—is essential, as is a strong commitment to maintaining confidentiality and professionalism in all tasks.

Key Responsibilities

The Executive Secretary will serve as the backbone of the VP’s office, performing a wide range of administrative and operational duties. Responsibilities include:

• Agenda and Scheduling Management: Oversee the VP’s calendar, coordinating appointments, meetings, conferences, and travel arrangements to ensure optimal time utilization and minimal scheduling conflicts.
• Communication Coordination: Act as the primary point of contact for incoming and outgoing correspondence, including emails, letters, and packages. Screen and redirect calls and messages as necessary to streamline communication flows.
• Document Preparation and Management: Draft, edit, and prepare confidential documents, reports, presentations, and financial materials with precision. Maintain organized electronic and physical filing systems to ensure quick and secure access to critical information.
• Financial and Administrative Support: Assist in preparing invoices, tracking expenses, and managing office budgets. Monitor office supplies and coordinate cost-effective procurement to maintain operational efficiency.
• Meeting and Follow-Up Support: Attend meetings to take detailed minutes, track action items, and ensure timely follow-up with relevant stakeholders. Update databases and tracking sheets with accuracy to support data-driven decision-making.
• Cross-Departmental Collaboration: Liaise with HR, Finance, IT, Facilities, and Procurement teams to facilitate smooth operations, process invoices, and ensure compliance with company policies and procedures.
• Confidentiality and Integrity: Handle sensitive information with the utmost discretion, adhering to ethical standards and maintaining the VP’s and company’s confidentiality at all times.
• Miscellaneous Duties: Perform additional tasks as assigned by the VP to support their professional and operational needs.

Candidate Requirements

To excel in this role, candidates must meet the following criteria:

• Nationality: Must be a Saudi national.
• Language Proficiency: Fluent in English, both written and spoken, with exceptional communication and writing skills.
• Education: Holds a graduate degree, preferably in business administration or a related field.
• Technical Skills: Proficient in MS Office Suite (Word, Excel, PowerPoint) and familiar with back-office software such as ERP systems.
• Experience: Minimum of two years of experience in an executive secretary or similar administrative role, with a proven track record in office management and support.
• Soft Skills: Demonstrates outstanding organizational abilities, time management, and attention to detail. Exhibits strong negotiation, teamwork, and collaboration skills, with a proactive and efficient approach to work.
• Ethics and Confidentiality: Upholds the highest standards of integrity, trustworthiness, and professional ethics.

Why Join Us?

This is an exceptional opportunity for a detail-oriented professional to contribute to the success of a dynamic executive team. The Executive Secretary will play a critical role in enhancing operational efficiency, ensuring seamless communication, and supporting strategic decision-making. If you are a motivated individual with a passion for excellence and a commitment to maintaining the highest standards of professionalism, we encourage you to apply for this rewarding position.