Executive Secretary
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Key skills for this role
Key Skills for This Role
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Organizational Accountabilities
- Provide efficient administrative and coordination support to the senior executive office.
- Maintain confidentiality and secure handling of sensitive contractual, operational, and organizational information.
- Support communication between the executive office and internal and external stakeholders, including vendors and service providers.
- Maintain documentation, records, and compliance readiness across support services functions.
- Support compliance with organizational policies, procurement regulations, safety requirements, and professional standards.
Functional Accountabilities
- Manage office calendars, appointments, and meeting schedules.
- Coordinate leadership meetings and organizational committees.
- Handle incoming and outgoing communications on behalf of the office.
- Draft, review, and format correspondence, reports, presentations, and HR-related communications.
- Prepare meeting agendas and supporting documents, record minutes, and track action items.
- Maintain physical and electronic filing systems and support document retrieval for audits and compliance reviews.
- Arrange business travel, accommodation, itineraries, official visits, executive meetings, and office events.
- Prepare workforce reports, organizational charts, presentations, and executive summaries.
- Maintain tracking logs for recruitment requests, manpower plans, organizational changes, and strategic HR initiatives.
- Coordinate with departments, regulatory authorities, consultants, accreditation bodies, and recruitment partners.
- Support confidentiality and compliance with Saudi labor regulations and PDPL requirements.
Knowledge and Experience
- 3–5 years of experience in executive or senior administrative support.
- Experience supporting senior executives, with C-level experience preferred.
- Experience in healthcare or a regulated environment is preferred.
- Strong understanding of executive office operations and support services functions.
- Familiarity with document control, contract and service documentation, reporting, and coordination.
- Experience handling confidential and sensitive information.
Education and Certifications
- Bachelor’s degree in Business Administration, Supply Chain, Management, or a related field.
- Executive Secretary or Administrative Professional certification is preferred.
- Office Management or Business Communication training is preferred.
- Advanced Microsoft Office certification is preferred.
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