Executive Secretary

Job Purpose

Calendar and Meeting Management

• Manage and maintain the executive's calendar, appointments, meetings, and daily schedule.
• Coordinate internal and external meetings, issue invitations, and confirm attendance.
• Prepare meeting agendas and ensure required documents and presentations are available in advance.
• Arrange meeting rooms, equipment, and logistical requirements.
• Prepare accurate meeting minutes documenting discussions, decisions, action items, and responsibilities.
• Follow up with departments and stakeholders to monitor implementation of meeting decisions and directives.

Correspondence and Communication

• Receive, review, classify, and distribute incoming and outgoing correspondence.
• Draft, proofread, and format official letters, memoranda, emails, reports, and business communications.
• Monitor pending correspondence and ensure timely responses and follow-up.
• Manage telephone calls, visitor appointments, and communication with internal and external stakeholders.
• Handle sensitive communications with discretion and share information only with authorized parties.

Document and Records Management

• Maintain organized physical and electronic filing systems for executive documents, correspondence, reports, and meeting records.
• Ensure accurate document classification, version control, secure storage, and timely retrieval.
• Maintain registers and tracking logs for correspondence, meetings, decisions, and assigned tasks.
• Protect confidential and sensitive information in accordance with company policies and regulations.
• Ensure proper handling, distribution, retention, and archiving of official documents.

Executive and Administrative Support

• Prepare reports, presentations, briefing notes, and administrative documents for management review.
• Collect, organize, and consolidate information from departments to support executive decision-making.
• Monitor administrative requests, management instructions, and assigned tasks to ensure timely completion.
• Coordinate business travel arrangements including transportation, accommodation, itineraries, and meeting schedules.
• Support preparation and organization of management reviews, presentations, and official engagements.

Follow-Up and Coordination

• Maintain action trackers for management decisions, assignments, deadlines, and pending matters.
• Follow up with department heads and employees to obtain progress updates and required information.
• Prepare periodic status reports highlighting completed tasks, outstanding actions, delays, and issues.
• Escalate urgent matters, overdue assignments, and significant administrative issues to the direct supervisor.
• Coordinate cross-departmental communication to ensure timely flow of information.
• Recommend improvements to administrative procedures, document management, scheduling, and office coordination.

Qualifications and Experience

• Diploma or bachelor's degree in Business Administration, Executive Secretarial Studies, Office Administration, or a related field.
• Three to five years of relevant experience in executive secretarial, administrative, or executive support roles; experience supporting senior management is preferred.
• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Strong skills in preparing business correspondence, meeting minutes, reports, and presentations.
• Excellent written and verbal communication skills in Arabic and good working proficiency in English.
• Familiarity with electronic document management, records archiving, meeting coordination, and office administration systems.
• Experience handling confidential information and supporting senior-level management is highly desirable.

Required Skills and Competencies

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong interpersonal and stakeholder management skills.
• Discretion and professional handling of confidential information.
• Proactive approach to anticipating executive needs and resolving administrative issues.
• Ability to work effectively under pressure and adapt to changing priorities.
• Strong follow-up, coordination, and problem-solving abilities.
• Professional conduct, integrity, reliability, and accountability.

Working Relationships

Authorities and Scope