Executive Secretary to CEO/Board

Job Overview

Executive Secretary

Responsibilities

• Provide high-level, confidential administrative and secretarial support to the CEO and the Board of Directors.
• Manage and maintain the CEO's complex diary, schedule meetings, and coordinate appointments, ensuring optimal use of their time.
• Organise all aspects of Board and committee meetings, including the preparation and distribution of agendas, collation of board packs, and the accurate recording and circulation of minutes.
• Act as the primary point of contact and gatekeeper, fielding calls, emails, and enquiries on behalf of the CEO, and responding or redirecting as appropriate.
• Prepare, proofread, and format a wide range of documents, including correspondence, reports, presentations, and confidential materials.
• Coordinate complex domestic and international travel arrangements, including flights, accommodation, visas, and detailed itineraries.
• Liaise professionally with internal and external stakeholders, including senior management, clients, and partners.
• Maintain an efficient and organised filing system for both electronic and paper-based documents, ensuring easy retrieval of information.
• Handle confidential information with integrity and discretion.
• Undertake ad-hoc projects and research as required by the CEO or the Board.

Qualifications

• Proven experience as an Executive Secretary, Executive Assistant, or a similar role supporting C-level executives and/or a Board of Directors.
• Exceptional organisational and time-management skills with a demonstrated ability to prioritise a heavy workload and meet tight deadlines.
• An impeccable level of discretion and a deep understanding of the importance of confidentiality.
• Excellent written and verbal communication skills in both English and Arabic are essential.
• Advanced proficiency in the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong interpersonal skills with the ability to build professional relationships with stakeholders at all levels.
• A proactive and resourceful approach to problem-solving.
• A degree in Business Administration, Secretarial Studies, or a related field is highly desirable.
• Previous experience working within a corporate environment in Saudi Arabia or the wider GCC region would be a significant advantage.