Executive Secretary

Job Overview

Key Responsibilities

• Provide comprehensive administrative and secretarial support to the General Manager and senior management team.
• Manage executive calendars, appointments, meetings, reminders, and daily schedules.
• Coordinate internal and external meetings, including meeting rooms, invitations, agendas, and required documents.
• Prepare and circulate meeting agendas, minutes of meetings, action lists, and follow-up reports.
• Monitor agreed action items and follow up with departments to ensure timely closure.
• Draft, review, format, and issue professional emails, letters, memos, reports, meeting minutes, presentations, and official correspondence.
• Maintain an organized filing and document management system for executive and confidential records.
• Handle incoming and outgoing correspondence and ensure proper routing and timely responses.
• Coordinate with clients, consultants, suppliers, subcontractors, and internal departments on behalf of management when required.
• Receive visitors and manage executive-level communications professionally.
• Arrange business travel, hotel bookings, transportation, itineraries, and related documentation.
• Maintain accurate records of important management documents, approvals, agreements, and correspondence.

Required Qualifications

• Bachelor’s Degree or Diploma in Business Administration, Management, Office Administration, or a related field.
• Minimum 5 years of relevant experience, preferably supporting senior management or executive-level positions.
• Previous experience in construction, engineering, contracting, consultancy, or project-based organizations.
• Excellent command of English, both written and spoken.
• Good Arabic communication skills.
• Strong professional business writing and correspondence skills.
• Strong calendar, meeting, and document management capabilities.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and urgent requests efficiently.
• High level of professionalism, discretion, and confidentiality.
• Strong interpersonal and communication skills.
• Ability to work independently and follow up proactively with different departments.

Preferred Skills

• Experience supporting a General Manager, CEO, Director, or senior executive team.
• Experience preparing professional minutes of meetings, executive reports, presentations, and formal correspondence.
• Familiarity with document control and electronic filing systems.
• Previous experience working within the Saudi Arabian construction or engineering sector.