Executive Secretary (Saudi Only)

About the Role

Ali Bin Ali Hospital is currently seeking a highly motivated and detail-oriented Executive Secretary to provide exceptional administrative support to senior leadership. This pivotal role is designed for an organized, proactive, and professional individual who will ensure the seamless operation of the executive office. The successful candidate will be responsible for managing executive calendars, coordinating high-level meetings, preparing official correspondence, reports, and presentations, as well as maintaining confidential records with the utmost discretion. This position requires a strong ability to prioritize tasks in a fast-paced healthcare environment while upholding the highest standards of professionalism and confidentiality.

Key Responsibilities

• Calendar and Schedule Management: Oversee and manage the executive’s calendar, including appointments, meetings, and travel arrangements, ensuring optimal time allocation and efficiency.
• Meeting Coordination: Organize and coordinate internal and external meetings, prepare detailed agendas, and compile comprehensive meeting minutes to facilitate informed decision-making.
• Document Preparation: Draft, edit, and manage official correspondence, reports, and presentations with precision, ensuring accuracy and adherence to professional standards.
• Confidentiality and Record-Keeping: Maintain strict confidentiality of sensitive executive documents, files, and communications, while ensuring organized and accessible record-keeping systems.
• Action Item Follow-Up: Monitor and follow up on executive decisions and assigned action items to ensure timely completion and accountability.
• Stakeholder Coordination: Act as a liaison between senior management, internal departments, and external stakeholders to facilitate smooth communication and operational efficiency.
• Travel and Logistics Management: Arrange business travel, accommodations, and related logistics, ensuring all arrangements are executed seamlessly and in accordance with executive preferences.
• Office Operations: Ensure the efficient day-to-day functioning of the executive office by managing workflows, prioritizing tasks, and supporting administrative processes.

Qualifications and Skills

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

• Nationality: Must be a Saudi National (mandatory requirement).
• Education: Bachelor’s degree or Diploma in Business Administration, Office Management, or a related field.
• Experience: Proven track record in an Executive Secretary, Executive Assistant, or similar administrative role, preferably within a healthcare or corporate environment.
• Language Proficiency: Fluency in both Arabic and English, with exceptional written and verbal communication skills.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) is essential for document creation, data management, and communication.
• Soft Skills: Strong organizational abilities, exceptional time management, and the capacity to work independently while managing multiple priorities under pressure.
• Professional Attributes: Demonstrated high level of professionalism, discretion, and integrity, with a commitment to maintaining confidentiality at all times.

Important Notice

This position is exclusively open to Saudi Nationals. Applications submitted by non-Saudi candidates will not be reviewed or considered for this role. We appreciate your understanding and compliance with this requirement.