Job Description

We are seeking a highly organized, smart and professional

Executive Secretary

to provide comprehensive administrative support to senior management. Responsibilities include managing calendars, coordinating meetings and travel, preparing reports, handling confidential correspondence, and liaising with internal and external stakeholders. The ideal candidate will have excellent communication skills, strong attention to detail, and proficiency in MS Office.

Key Responsibilities:

Provide comprehensive administrative and secretarial support to senior management or department heads. Serve as the primary point of contact between the executive and internal/external stakeholders. Screen phone calls, emails, and inquiries, and handle them efficiently or direct them appropriately. Coordinate meetings, conferences, and official functions on behalf of the executive. Maintain organized filing systems (electronic and physical) for correspondence, records, and reference materials. Track deadlines, submissions, and incoming requests to ensure prompt responses and follow-ups. Arrange domestic and international travel, including flight bookings, hotel accommodations, visas, and transportation. Coordinate logistics such as venue booking, catering, materials preparation, and attendee communication. Handle sensitive information with the utmost confidentiality and discretion. Maintain a high level of professionalism and represent the executive's office with decorum. Support the executive in prioritizing tasks, managing workload, and ensuring smooth day-to-day operations. Monitor office supplies and administrative needs relevant to the executive's function. Liaise with other departments to ensure effective communication and task coordination. Handle confidential correspondence, reports, and documents with discretion and professionalism.

Qualifications:

Bachelor's Degree or Diploma in Business Administration, Office Management, Secretarial Studies, or a related field. Minimum 3-5 years of experience as an Executive Secretary, Personal Assistant, or Administrative Coordinator, preferably in a corporate or engineering environment. Experience supporting senior executives or directors. Excellent command of written and spoken English (Arabic or other languages is an advantage). Exceptional communication and interpersonal abilities. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and document formatting. High attention to detail, accuracy, and confidentiality.
Job Type: Full-time