Executive Secretary

Executive Secretary – Strategic Support for Leadership Excellence

Join Jabiyah in Jeddah as an **Executive Secretary**, where you will play a pivotal role in ensuring seamless operations, strategic coordination, and unparalleled professionalism for senior leadership. This is not a conventional administrative role—it demands a proactive, detail-oriented, and highly disciplined professional who thrives in a dynamic environment where precision, confidentiality, and initiative are paramount.

As the trusted partner to executive leadership, you will be responsible for managing complex schedules, facilitating critical decision-making processes, and maintaining the highest standards of organizational efficiency. Your ability to anticipate needs, resolve challenges independently, and execute with discretion will directly contribute to the success of high-stakes initiatives and client engagements.

Key Responsibilities

In this dynamic role, your responsibilities will include:

• Executive Calendar & Scheduling Mastery: Expertly manage executive calendars, appointments, and meetings—balancing competing priorities, coordinating internal and external engagements, and resolving scheduling conflicts with finesse.
• Strategic Meeting Coordination: Ensure all meetings are meticulously prepared, from agenda development to minute-taking and follow-up action tracking, guaranteeing alignment and accountability across stakeholders.
• Proactive Follow-Up & Action Management: Monitor executive commitments, pending decisions, and action items through to completion, eliminating bottlenecks and ensuring nothing falls through the cracks.
• Professional Communication & Documentation: Draft polished correspondence, reports, and executive documents while maintaining impeccable standards of clarity, professionalism, and confidentiality.
• Client & Stakeholder Liaison: Serve as the primary point of contact for executives, team members, clients, and external partners, facilitating smooth communication and collaboration.
• Confidentiality & Risk Mitigation: Handle sensitive information with the utmost discretion, ensuring compliance with organizational security protocols and data protection standards.
• Digital & Physical Record Management: Maintain organized, accessible, and secure records—both digital and physical—while leveraging advanced tools for efficient document control.
• Executive Support & Crisis Management: Anticipate executive needs, adapt to urgent requests, and manage unexpected challenges with composure, ensuring continuity even under pressure.
• Technological Proficiency: Seamlessly navigate business platforms, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), CRM systems, and task-management tools, to enhance productivity and streamline workflows.
• Adaptive Problem-Solving: Provide additional executive support as needed, demonstrating versatility and a commitment to exceeding expectations in a fast-paced environment.

Why This Role Stands Out

This is an opportunity for a detail-oriented professional to make a tangible impact in a leadership-driven organization. The ideal candidate is not just an administrator—they are a strategic partner who:

• Operates with **independent judgment** and **proactive initiative**, taking ownership of responsibilities without constant oversight.
• Exhibits **exceptional discretion** and **confidentiality**, handling sensitive matters with the utmost professionalism.
• Thrives in a **high-pressure, fast-paced environment**, balancing multiple priorities with precision and composure.
• Possesses **strong Arabic and English communication skills**, ensuring clarity and effectiveness in all interactions.
• Leverages **technological proficiency** to optimize workflows and enhance executive efficiency.

Qualifications & Requirements

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

• Educational Background: Bachelor’s degree in Business Administration, Office Management, Management, or a related field.
• Professional Experience: Proven experience in executive secretarial, executive assistant, or senior administrative support roles is highly preferred.
• Language Skills: Fluent in Arabic with excellent professional writing skills; proficient in English for corporate communication.
• Technical Proficiency: Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint, with experience in CRM and task-management tools.
• Soft Skills: Exceptional organizational, time-management, and follow-up skills; keen attention to detail with the ability to identify gaps or potential issues.
• Professionalism & Etiquette: Impeccable appearance, communication, and business etiquette, reflecting the organization’s commitment to excellence.
• Confidentiality & Integrity: A strong sense of discretion and ethical responsibility when handling sensitive information.
• Independence & Ownership: Ability to work autonomously, prioritize tasks, and take initiative without micromanagement.
• Resilience & Adaptability: Capacity to manage competing deadlines, unexpected changes, and high-stakes situations with professionalism.

This role is ideal for candidates who seek a challenging, rewarding position where their skills directly contribute to the success of executive leadership. If you are a proactive, detail-oriented professional with a passion for excellence, we invite you to apply and be part of Jabiyah’s mission to deliver exceptional results.