Management Executive Secretary - IT Background

About the Role

Eram Talent is seeking a distinguished and technologically adept Management Executive Secretary to provide high-level administrative support to our clients’ Chief Technology Officer (CTO) and collaborate closely with the broader C-level executive team. This is not a conventional administrative position; we are in pursuit of a seasoned professional with a minimum of eight years of dedicated experience in supporting C-suite executives. The ideal candidate will not only possess exceptional administrative acumen but also demonstrate a deep understanding of technology, enabling seamless communication and coordination within a fast-paced corporate environment.

In this pivotal role, you will function as the trusted right hand to the CTO, serving as the primary gatekeeper and ensuring the executive’s office operates with precision and efficiency. Your responsibilities will encompass sophisticated administrative execution, high-level stakeholder management, and strategic calendar optimization. The successful candidate will exhibit a proactive mindset, thrive under pressure, and maintain the utmost confidentiality while upholding the highest standards of professionalism.

Key Responsibilities

• Calendar & Schedule Management: Proactively oversee and refine the CTO’s complex calendar, prioritizing critical meetings, resolving scheduling conflicts, and ensuring seamless daily operations.
• Executive Gatekeeping: Act as the primary liaison for the CTO’s office, professionally managing incoming communications, including calls, emails, and visitors, with discretion and efficiency.
• Meeting & Board Coordination: Organize and facilitate high-level meetings, including C-suite gatherings and department-wide sessions. Prepare comprehensive agendas, compile briefing materials, draft precise meeting minutes, and ensure all action items are tracked to completion.
• Travel & Logistics: Plan and coordinate flawless domestic and international travel arrangements, including visa processing, flight and hotel bookings, and ground transportation, ensuring minimal disruption to the executive’s schedule.
• Document & Presentation Preparation: Draft, edit, and format professional correspondence, memos, reports, and executive-level presentations with a keen eye for detail and accuracy.
• Liaison & Communication: Serve as a professional conduit for communication between the CTO’s office, internal department heads, global partners, and external vendors, fostering strong and productive relationships.
• Information & File Management: Maintain a meticulously organized, secure, and confidential digital and physical filing system for all executive-level documentation, ensuring compliance with corporate policies.

Requirements

• Experience: A minimum of eight years of dedicated experience as an Executive Secretary or Executive Assistant, with a proven track record of exclusively supporting C-level executives, such as CEOs, CFOs, CTOs, or Board Members.
• Education: A Bachelor’s degree in Business Administration, English, Office Management, or a related field is preferred.
• Language Skills: Fluent written and spoken English at a boardroom level is essential. Conversational or professional proficiency in Arabic is highly advantageous for local coordination and stakeholder interactions.

Key Competencies

• C-Suite Polish & Diplomacy: Exceptional interpersonal and communication skills, coupled with the confidence to engage with high-profile stakeholders and board members with poise and professionalism.
• Exceptional Organization: A master of prioritization and multitasking, capable of managing tight deadlines and high-pressure situations with composure and efficiency.
• Absolute Discretion: Demonstrated ability to handle highly sensitive, proprietary, and confidential corporate information with integrity and confidentiality.
• Modern Tool Proficiency: Full proficiency in standard corporate tools, including Microsoft Office Suite, Google Workspace, and modern communication platforms, to streamline administrative processes.