Executive Assistant Secretary

Position Overview

We are seeking a highly organized and professional Executive Assistant Secretary to join a dynamic group of companies in Dammam, Saudi Arabia. This role is pivotal in supporting the Vice President by ensuring seamless office operations, maintaining confidentiality, and enhancing overall administrative efficiency. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional time management, communication, and organizational skills while upholding the highest standards of professionalism and integrity.

Key Responsibilities

The Executive Assistant Secretary will serve as the backbone of the VP’s office, executing a wide range of administrative and secretarial duties with precision and discretion. The core responsibilities include:

• Agenda and Appointment Management: Maintain the VP’s schedule, coordinate appointments, meetings, conferences, and travel arrangements to ensure optimal productivity and alignment with business priorities.
• Communication and Correspondence: Screen and manage incoming calls, emails, letters, and packages, redirecting inquiries to the appropriate channels while maintaining a professional and courteous demeanor. Handle confidential documents with the utmost care to safeguard sensitive information.
• Documentation and Reporting: Prepare and review financial documents, including invoices and timekeeping records, ensuring accuracy and compliance with company policies. Organize and maintain both electronic and physical records for easy retrieval and reference.
• Meeting and Presentation Support: Attend meetings, take detailed minutes, and assist in preparing presentations or reports as assigned by the VP. Ensure all materials are well-organized and presented in a professional manner.
• Office Operations and Supply Management: Monitor office supplies, place cost-effective orders, and ensure the office environment remains functional and conducive to productivity. Implement efficient systems for managing records and information.
• Follow-Up and Coordination: Follow up on reports signed by the VP, directing them to the appropriate team members for further action. Act as a liaison between the VP and other departments to facilitate smooth workflows and communication.
• Miscellaneous Duties: Perform additional tasks as directed by the VP, including research, data analysis, and special projects, to support the broader objectives of the organization.

Qualifications and Experience

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

• Education: A bachelor’s degree in any discipline is required, with a preference for candidates holding a business-related qualification. Additional certifications or diplomas in office administration, MS Office proficiency, or ERP software are highly desirable.
• Professional Experience: A minimum of two years of proven experience as an executive secretary, administrative assistant, or in a customer-facing role is essential. Candidates with prior exposure to office management, basic accounting procedures, or industry-specific technical vocabulary will be given preference.
• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with back-office software, such as ERP systems, are mandatory. Knowledge of research methodologies and reporting techniques is a valuable asset.
• Soft Skills: Exceptional organizational and time-management abilities, outstanding communication and negotiation skills, and a commitment to maintaining confidentiality and ethical standards are critical for success in this role.

Work Environment and Benefits

The Executive Assistant Secretary will work onsite in Dammam, Saudi Arabia, from Sunday to Thursday, with working hours from 7:00 AM to 3:00 PM. This position offers a competitive compensation package, professional growth opportunities, and the chance to contribute to a diverse and expanding business group spanning multiple industries, including contracting, media, real estate, engineering, and tourism.

If you are a detail-oriented professional with a passion for administrative excellence and a desire to support executive leadership, we encourage you to apply for this challenging and rewarding opportunity.