Executive Secretary - Marketing And Communication

About Albawani

Albawani stands as a premier construction and contracting enterprise in Saudi Arabia, with a legacy dating back to 1991. Originally established as a specialist in civil works, the company has evolved into a diversified industry leader, operating across construction, infrastructure, engineering, water and power, and industrial services. Headquartered in Riyadh, Albawani has earned a reputation for executing large-scale commercial, healthcare, educational, and government projects throughout the Kingdom. The company is distinguished by its unwavering commitment to excellence, safety, and innovation, holding multiple international ISO certifications and maintaining a Class-1 contractor ranking in Saudi Arabia.

Position Overview

The Executive Secretary – Marketing and Communication plays a pivotal role in supporting the executive leadership within the Marketing & Communication department. This position is designed to deliver high-level administrative and organizational support, ensuring seamless coordination of schedules, communications, documentation, and meetings. As a trusted liaison between executive management and both internal and external stakeholders, the Executive Secretary facilitates efficient operations and contributes directly to the achievement of strategic objectives. This role demands exceptional organizational acumen, discretion, and the ability to manage complex tasks with precision and professionalism.

Key Responsibilities

The Executive Secretary – Marketing and Communication will be responsible for the following duties and responsibilities:

• Executive Calendar Management: Oversee and manage the executive’s calendar, including scheduling, rescheduling, and prioritizing appointments, meetings, and events to ensure optimal productivity and alignment with strategic goals.
• Meeting Coordination and Support: Prepare detailed agendas, coordinate logistics, and ensure timely follow-ups for all meetings, including board meetings and executive sessions. Compile and distribute meeting materials, maintain records, and facilitate post-meeting actions.
• Documentation and Correspondence: Draft, review, and edit official correspondence, reports, presentations, and other high-level communications to ensure clarity, accuracy, and professionalism. Maintain meticulous records of all executive communications and decisions.
• Confidentiality and Records Management: Safeguard sensitive and confidential information with the utmost discretion. Organize, maintain, and update filing systems and office records to ensure compliance with company policies and regulatory requirements.
• Stakeholder Liaison: Act as a primary point of contact between executive management and internal departments, as well as external stakeholders, including clients, partners, and regulatory bodies. Facilitate effective communication and collaboration across all levels.
• Administrative Support: Provide comprehensive administrative support to the executive office, including managing travel arrangements, expense reports, and other logistical requirements to ensure smooth operations.
• Process Optimization: Identify opportunities to streamline administrative processes and implement best practices to enhance efficiency and productivity within the executive office.

Qualifications and Experience

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

• Education: A bachelor’s degree in Business Administration, Office Management, Communications, or a related field is required.
• Professional Experience: A minimum of 5 to 7 years of progressive experience in executive or senior administrative support roles, preferably within a corporate or construction environment.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management tools and software.
• Soft Skills: Exceptional organizational, communication, and interpersonal skills, with a strong ability to manage multiple priorities in a fast-paced environment. Demonstrated discretion, integrity, and professionalism in handling confidential information.
• Industry Knowledge: Prior experience in the construction, engineering, or corporate sector is advantageous, with an understanding of marketing and communication principles being a plus.