Executive Secretary

About the Role

We are seeking a highly organized and professional Executive Secretary to support the leadership team at SABIL’s headquarters in Riyadh, Saudi Arabia. In this pivotal role, you will serve as the backbone of the executive office, providing exceptional administrative support while ensuring seamless communication and coordination with internal and external stakeholders. Your responsibilities will encompass managing executive schedules, handling confidential information with the utmost discretion, and facilitating efficient operations within the executive office. This position demands a proactive approach, meticulous attention to detail, and the ability to anticipate needs, ensuring that the executive can focus on strategic priorities.

Executive Office Management

As the Executive Secretary, you will play a critical role in optimizing the executive’s workflow by streamlining calendar management, scheduling appointments, and coordinating meetings with precision. Your organizational skills will be instrumental in planning and executing VIP events, ensuring all logistics—from venue selection to special requirements—are meticulously managed to reflect the organization’s professionalism. Additionally, you will coordinate executive site visits, handling every detail from travel arrangements and accommodations to meeting room setups, to ensure these engagements are conducted flawlessly. General office administration will also fall under your purview, including monitoring supply inventories, managing office equipment, and maintaining a well-functioning workspace. Your role extends to fostering exceptional interactions with visitors and stakeholders, cultivating a welcoming and professional environment that enhances the organization’s reputation.

Executive Support

Your responsibilities will include preparing accurate expense reports, ensuring financial processes remain streamlined and compliant. You will draft and review confidential correspondence with precision, safeguarding sensitive information at all times. Complex travel planning, itinerary development, and agenda preparation will be part of your duties, along with compiling essential travel documents to facilitate seamless business travel. Acting as the executive’s gatekeeper, you will manage access to their time and office, prioritizing requests and creating efficient solutions that balance accessibility with productivity. Your ability to research, prioritize, and follow up on sensitive issues will be vital in determining appropriate courses of action, referrals, or responses. Serving as a bridge between the executive office and internal departments, you will demonstrate leadership in maintaining credibility, trust, and support among senior management staff. Your hands-on approach will extend to drafting acknowledgment letters, personal correspondence, and other critical deliverables that empower the executive to lead effectively. Organizing and maintaining executive files, records, and documents will ensure confidentiality and accessibility, while your ability to prioritize conflicting needs and follow through on projects will drive successful outcomes.

Continuous Improvement

In this dynamic role, you will identify opportunities to enhance SABIL’s systems, processes, and practices by leveraging international best practices. Your contributions will focus on improving financial processes, optimizing costs, and driving efficiency across the organization, ensuring that the executive office operates at the highest standard of excellence.

Qualifications & Requirements

• Experience: A recent graduate or up to 4 years of experience in a similar role.
• Language Proficiency: Fluency in English, both written and spoken.
• Technical Skills: Proficiency in Microsoft Office Suite, including Word, Excel, and other relevant programs.
• Education: A diploma or bachelor’s degree in business administration or a related business discipline.