Executive Secretary

We’re Hiring | Executive Secretary 📍 Amman – Marj Al-Hamam – Al-Dhahir Area, behind the Ministry of Foreign Affairs Ayla Advanced Facilities Management, part of PAB Group for Investment, with a presence in Jordan and Bahrain, is seeking a highly organized and proactive Executive Secretary to provide direct administrative and secretarial support to the CEO. We are looking for someone who combines professional communication, sound judgment, and strong follow-through—someone who anticipates needs, handles confidential matters with discretion, and translates executive instructions into clear actions and timely results. This is a full-time, on-site position at our offices in Amman – Marj Al-Hamam – Al-Dhahir Area, behind the Ministry of Foreign Affairs. Please consider this location before applying. Key Responsibilities • Manage the CEO’s calendar, appointments, meetings, and correspondence, ensuring effective scheduling and timely preparation. • Prepare professional letters, emails, reports, presentations, and meeting minutes in Arabic and English. • Organize meeting agendas and supporting materials, record decisions, and follow up on assigned actions and deadlines. • Track executive instructions and departmental commitments, providing regular updates on progress, pending matters, and issues requiring attention. • Coordinate communication between the CEO, department heads, clients, and external stakeholders. • Arrange business travel, accommodation, itineraries, and related logistics. • Maintain accurate and organized electronic and physical records while ensuring confidentiality. • Welcome visitors, coordinate visits and appointments, and respond to inquiries professionally. • Prioritize incoming requests, identify scheduling conflicts, and promptly flag obstacles that may delay important tasks. Qualifications & Skills • Diploma or bachelor’s degree in Business Administration, Office Management, or a related field. • Relevant experience as an Executive Secretary, Executive Assistant, or in a similar role supporting senior leadership. • Strong written and spoken Arabic and English, with excellent professional correspondence skills. • Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook, along with calendar and online meeting tools. • Excellent organizational, time-management, and prioritization skills, with strong attention to detail. • Professional communication skills and confidence in dealing with clients, visitors, and senior stakeholders. • A high level of integrity, discretion, accountability, and respect for confidentiality. • Ability to work independently, manage competing priorities, and follow tasks through to completion. • Experience in facilities management, consulting, or other service-based industries is an advantage. Additional Requirements • Must own a car and be able to commute reliably to the office. • Residence in Marj Al-Hamam, Al-Dhahir, or nearby areas is preferred. • Flexibility to occasionally work beyond regular hours when required, with prior coordination. Location & Working Hours 📍 Amman – Marj Al-Hamam – Al-Dhahir Area, behind the Ministry of Foreign Affairs 🏢 Full-time | On-site 🗓 Saturday–Thursday | 8:30 AM–5:00 PM How to Apply Please submit your updated CV through LinkedIn. In your application, please include: • Your area of residence. • Confirmation that you own a car and can commute daily to our offices at the location stated above. • Confirmation that you can meet the stated working hours and flexibility requirements. Join Ayla and bring professionalism, precision, and dependable support to the CEO’s daily work. #Hiring #ExecutiveSecretary #ExecutiveAssistant #ExecutiveSupport #Amman #MarjAlHamam #Jordan #Ayla #PABGroup Show more Show less