Executive Secretary

Job Purpose To provide comprehensive administrative, organizational, and executive support to the Chief Executive Officer (CEO), General Manager, Department Director, or Deputy Chief Executive Officer (Deputy CEO), as assigned. The role is responsible for managing schedules, coordinating meetings, handling correspondence, maintaining confidential records, preparing reports and official documents, and monitoring the implementation of management decisions and directives. The position ensures efficient office operations, effective communication, proper information management, and the timely completion of assigned tasks while maintaining the highest standards of professionalism, confidentiality, and accuracy. 1. Key Duties and Responsibilities A. Calendar and Meeting Management Manage and maintain the executive's calendar, appointments, meetings, and daily schedule. Coordinate internal and external meetings, issue invitations, and confirm attendance. Prepare meeting agendas and ensure all required documents and presentations are available in advance. Arrange meeting rooms, equipment, and other logistical requirements. Prepare accurate meeting minutes, documenting key discussions, decisions, action items, and assigned responsibilities. Follow up with relevant departments and stakeholders to monitor the implementation of meeting decisions and management directives. B. Correspondence and Communication Management Receive, review, classify, and distribute incoming and outgoing correspondence. Draft, proofread, and format official letters, memoranda, emails, reports, and other business communications. Monitor pending correspondence and ensure timely responses and appropriate follow-up. Manage telephone calls, visitor appointments, and communication with internal and external stakeholders. Maintain professional communication on behalf of the assigned executive within the limits of delegated authority. Handle sensitive communications with discretion and ensure information is shared only with authorized parties. C. Document and Records Management Maintain organized physical and electronic filing systems for executive documents, correspondence, reports, and meeting records. Ensure accurate document classification, version control, secure storage, and timely retrieval. Maintain registers and tracking logs for correspondence, meetings, decisions, and assigned tasks. Protect confidential and sensitive information in accordance with company policies and applicable regulations. Ensure proper handling, distribution, retention, and archiving of official documents. D. Executive and Administrative Support Prepare reports, presentations, briefing notes, and administrative documents for management review. Collect, organize, and consolidate information from relevant departments to support executive decision-making. Monitor administrative requests, management instructions, and assigned tasks to ensure timely completion. Coordinate business travel arrangements, including transportation, accommodation, itineraries, and meeting schedules, when required. Coordinate with relevant departments to address the executive office's administrative and operational requirements. Support the preparation and organization of management reviews, presentations, and official engagements. Perform other related administrative and executive support duties as assigned by the direct supervisor. E. Follow-Up and Coordination Maintain action trackers for management decisions, assignments, deadlines, and pending matters. Follow up with department heads and relevant employees to obtain progress updates and required information. Prepare periodic status reports highlighting completed tasks, outstanding actions, delays, and issues requiring management attention. Escalate urgent matters, overdue assignments, and significant administrative issues to the direct supervisor. Coordinate cross-departmental communication to ensure the timely flow of information and completion of assigned responsibilities. Recommend improvements to administrative procedures, document management, scheduling, and office coordination. F. Office Organization and Professional Conduct Ensure the executive office operates efficiently and professionally. Maintain a high standard of organization, accuracy, confidentiality, and responsiveness. Establish and maintain professional relationships with employees, clients, suppliers, business partners, and other stakeholders. Represent the executive office professionally in all administrative communications and interactions. Comply with company policies, procedures, delegated authorities, and applicable laws and regulations. 2. Qualifications and Experience Diploma or bachelor's degree in Business Administration, Executive Secretarial Studies, Office Administration, or a related field. Three to five years of relevant experience in executive secretarial, administrative, or executive support roles; experience supporting senior management is preferred. Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook. Strong skills in preparing business correspondence, meeting minutes, reports, and presentations. Excellent written and verbal communication skills in Arabic and good working proficiency in English, as required by the position. Familiarity with electronic document management, records archiving, meeting coordination, and office administration systems. Experience in handling confidential information and supporting senior-level management is highly desirable. 3. Required Skills and Competencies Excellent organizational and time-management skills. Strong written and verbal communication skills. High level of accuracy and attention to detail. Ability to prioritize multiple tasks and meet deadlines. Strong interpersonal and stakeholder management skills. Discretion and professional handling of confidential information. Proactive approach to anticipating executive needs and resolving administrative issues. Ability to work effectively under pressure and adapt to changing priorities. Strong follow-up, coordination, and problem-solving abilities. Professional conduct, integrity, reliability, and a high level of accountability. 4. Authorities and Scope of Responsibility Organize appointments and meetings in accordance with management priorities and established procedures. Communicate with internal departments and external stakeholders within the scope of assigned responsibilities. Request information and documents necessary to complete assigned tasks. Follow up on management directives and request progress updates from responsible departments. Prepare correspondence, reports, and documents for review and approval by the authorized executive. Coordinate administrative matters on behalf of the assigned executive within delegated authority. Maintain the confidentiality and security of company information and records. Refrain from making commitments, issuing instructions, or representing management beyond the authority expressly delegated. 5. Key Performance Indicators (KPIs) Calendar Management Efficiency: Percentage of appointments and meetings organized accurately and without avoidable scheduling conflicts. Correspondence Turnaround Time: Percentage of correspondence processed and followed up within agreed deadlines. Meeting Minutes Accuracy and Timeliness: Percentage of meeting minutes completed accurately and distributed within the established timeframe. Action Item Follow-Up: Percentage of assigned management actions tracked and updated within the required timeframe. Document Management and Retrieval: Accuracy, completeness, and accessibility of executive records and documents. Executive Satisfaction: Level of satisfaction of the assigned executive with the quality, reliability, and responsiveness of administrative support. Confidentiality Compliance: Compliance with company confidentiality, information security, and records management requirements. Administrative Acc