Executive Secretary

Position Overview

We are seeking a highly motivated and detail-oriented Executive Secretary to provide exceptional administrative and executive support to senior leadership within a dynamic construction organization. This pivotal role will serve as the backbone of executive operations, ensuring seamless coordination of business activities, precise management of documentation, and efficient communication across all levels of the company. The ideal candidate will thrive in a fast-paced environment, demonstrating unparalleled organizational skills, professionalism, and the ability to anticipate and address the needs of executive stakeholders.

Key Responsibilities

The Executive Secretary will be responsible for a wide range of administrative and executive functions, including but not limited to:

• Executive Support: Provide high-level secretarial and administrative assistance to the Executive Management team, ensuring their schedules, priorities, and business objectives are met with precision.
• Calendar and Travel Management: Oversee complex executive calendars, coordinating meetings, appointments, conferences, and international travel arrangements while ensuring alignment with business goals and minimizing conflicts.
• Documentation and Communication: Prepare, review, and distribute professional correspondence, reports, presentations, meeting agendas, and minutes with meticulous attention to detail and adherence to corporate standards.
• Stakeholder Coordination: Serve as the primary point of contact for clients, consultants, subcontractors, suppliers, and internal departments, facilitating clear and timely communication to drive project success.
• Confidentiality and Records Management: Maintain strict confidentiality of sensitive information, ensuring secure handling of records, contracts, and proprietary data in compliance with company policies and legal requirements.
• Project Documentation Oversight: Organize, track, and manage project-related documents, including contracts, technical submittals, tender documents, and commercial proposals, ensuring accuracy and accessibility.
• Action Item Tracking: Monitor and follow up on executive action items, deadlines, and deliverables to ensure timely completion and accountability.
• Meeting and Workshop Coordination: Plan, schedule, and facilitate executive meetings, workshops, and project review sessions, including logistics, agenda preparation, and minute documentation.
• Cross-Functional Collaboration: Provide administrative support to procurement, HR, finance, and project teams as needed, ensuring seamless integration of executive priorities with departmental objectives.
• Compliance and Process Adherence: Ensure adherence to company policies, document control procedures, and industry regulations, maintaining high standards of operational excellence.
• External Liaison: Represent the executive team in interactions with government entities, regulatory bodies, and external stakeholders, upholding the company’s reputation and professionalism.
• Adaptability and Additional Duties: Perform other executive support tasks as assigned by senior management, demonstrating flexibility and a proactive approach to problem-solving in a rapidly evolving environment.

Qualifications and Skills

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

• Education: Bachelor’s degree in Business Administration, Management, English, or a related field.
• Experience: Minimum of 5–8 years of progressive experience as an Executive Secretary, Executive Assistant, or Senior Administrative Professional, with a strong preference for candidates with a background in construction, engineering, EPC, infrastructure, or contracting industries.
• Language Proficiency: Fluent in English (written and spoken); fluency in Arabic is highly advantageous.
• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with document management systems such as SharePoint, Aconex, Procore, or equivalent platforms.
• Industry Knowledge: Understanding of office administration best practices and executive support methodologies, with a preference for candidates experienced in construction contracts, tender processes, and large-scale project documentation.

Core Competencies

The successful candidate will possess the following attributes:

• Organizational Excellence: Exceptional ability to manage multiple priorities, deadlines, and complex schedules with precision and efficiency.
• Communication Skills: Outstanding written and verbal communication abilities, coupled with professional business etiquette and executive-level interaction skills.
• Attention to Detail: A meticulous approach to tasks, ensuring accuracy, consistency, and adherence to high standards in all documentation and processes.
• Problem-Solving: Strong analytical and decision-making capabilities, with the ability to resolve issues proactively and independently.
• Professionalism and Integrity: A commitment to maintaining confidentiality, ethical conduct, and the highest level of professionalism in all interactions.
• Team Collaboration: Ability to work effectively within cross-functional teams and build strong relationships with stakeholders at all levels.
• Adaptability: Flexibility to thrive in a fast-paced, dynamic construction environment, adjusting to evolving priorities and business demands.

Preferred Experience

While not mandatory, candidates with the following experience will be given preference:

• Direct support to C-level executives, Managing Directors, or General Managers.
• Familiarity with construction contracts, project documentation, and tender processes.
• Knowledge of Saudi Arabian business practices, government procedures, and regulatory frameworks.
• Experience working on large-scale construction or infrastructure projects.