Executive Secretary

Executive Secretary – Deputy Project Manager Support Role

Join a dynamic and forward-thinking contracting firm as our **Executive Secretary**, where you will play a pivotal role in ensuring seamless operations and administrative excellence for the Deputy Project Manager in Riyadh, Saudi Arabia. This position offers an opportunity to thrive in a fast-paced, international environment while contributing to high-impact projects that shape the region’s infrastructure landscape.

As the backbone of executive support, you will be responsible for maintaining the highest standards of professionalism, organization, and communication. Your role will bridge critical administrative functions with strategic project execution, ensuring smooth coordination between stakeholders, government entities, and project teams. This is an ideal position for an ambitious professional seeking to leverage their organizational expertise in a dynamic corporate setting.

Key Responsibilities:

• Strategic Calendar and Logistics Management: Oversee the scheduling of meetings, appointments, and travel arrangements with precision, ensuring alignment with the Deputy Project Manager’s priorities and project timelines. Act as the primary point of contact for external and internal coordination, facilitating efficient workflows.
• Multilingual Administrative Excellence: Draft, review, and manage correspondence in both **Arabic and English**, ensuring clarity, professionalism, and compliance with corporate and regulatory standards. Prepare comprehensive reports and documentation to support project decision-making.
• Stakeholder and Government Coordination: Serve as the liaison between the project team and government entities, ensuring seamless communication and adherence to procedural requirements. Actively facilitate relationships with key stakeholders to foster collaboration and project success.
• Documentation and Record Management: Organize, maintain, and archive all correspondence, project files, and administrative records with meticulous attention to detail. Implement robust filing systems to ensure easy retrieval and compliance with corporate policies.
• Meeting Facilitation and Documentation: Prepare detailed agendas and minutes for executive meetings, ensuring all action items are tracked and followed up on promptly. Contribute to the efficiency of decision-making processes through structured and insightful documentation.
• Project Team Support: Provide daily administrative assistance to the Deputy Project Manager, including but not limited to, data entry, project tracking, and resource allocation. Act as a proactive problem-solver, anticipating needs and addressing challenges with initiative and discretion.

Qualifications and Requirements:

• Educational Background: A **Diploma or Bachelor’s degree** in Business Administration, Management, or a related field is required. Candidates with specialized training in project management or administrative sciences will be given preference.
• Professional Experience: **3–5 years** of hands-on experience in executive secretarial or administrative roles, with a proven track record of excellence in high-pressure environments. Prior experience in **construction, project-based industries, or international contracting firms** is highly advantageous.
• Language Proficiency: Fluent **English** skills are mandatory, with **Arabic proficiency** being a significant asset to facilitate effective communication within the Saudi market.
• Technical Competency: Advanced proficiency in **Microsoft Office Suite**, including Word, Excel, and Outlook, is essential. Familiarity with project management software and CRM tools is a plus.
• Soft Skills: Exceptional **communication, organizational, and coordination skills** are non-negotiable. The ability to multitask, prioritize tasks, and maintain confidentiality in a sensitive environment is critical. Strong interpersonal skills and the capacity to build rapport with diverse stakeholders will ensure success in this role.

This role is an excellent opportunity for a detail-oriented professional to grow within a reputable contracting firm, contributing to impactful projects while honing their administrative and leadership skills. If you are a dynamic, results-driven individual with a passion for excellence, we invite you to apply and be part of our team in shaping the future of Saudi Arabia’s infrastructure.