JOB TITLE: Executive Secretary
JOB TYPE: Full-time
LOCATION: Dammam
SUPERVISOR/MANAGER: Executive Manager
MAIN DUTIES/RESPONSIBILITIES:
- Provide high-level administrative support to the Executive Manager, including managing their calendar, scheduling appointments, and arranging meetings
- Serve as the primary point of contact for the Executive Manager, screening and prioritizing incoming communications (phone calls, emails, visitors) and responding or forwarding them as appropriate
- Assist in the preparation of presentations, reports, and other documents by gathering information, formatting, and proofreading
- Manage the Executive Manager's travel arrangements, including booking flights, hotels, and ground transportation, and ensuring all necessary documentation is in order
- Maintain a comprehensive filing system, both physical and electronic, to ensure the efficient organization and retrieval of important documents and information
- Coordinate and facilitate meetings, conferences, and events, including preparing agendas, taking and distributing minutes, and following up on action items
- Provide support for various projects and initiatives as assigned by the Executive Manager, including research, data entry, and administrative tasks
- Act as a liaison between the Executive Manager and other departments or external stakeholders, ensuring efficient and effective communication
- Monitor and maintain office supplies, equipment, and services, and coordinate with relevant providers to ensure the smooth operation of the office
- Demonstrate a high level of discretion and confidentiality when handling sensitive or privileged information
- Assist with special projects and perform other duties as assigned by the Executive Manager
SKILLS & EXPERIENCE
Qualifications:
- Bachelor's degree in Business Administration, Office Management, or a related field
- Professional certification in office administration or executive support (e.g., Certified Administrative Professional) is preferred
- Fluency in English, both written and verbal, is required
Experience:
- Minimum 5 years of experience as an executive secretary or administrative assistant, preferably in a fast-paced, corporate environment
- Demonstrated ability to work effectively with senior-level executives and manage complex calendars and schedules
- Familiarity with office management software, including calendar management, word processing, and spreadsheet applications
Soft Skills:
- Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines
- Strong interpersonal and communication skills, with the ability to interact professionally with individuals at all levels of the organization
- Excellent problem-solving and decision-making skills, with the ability to anticipate and address issues proactively
- Flexible and adaptable, with the ability to handle multiple tasks and priorities simultaneously
- Discreet and trustworthy, with a strong sense of confidentiality and integrity
- Proactive and self-motivated, with the ability to work independently and take initiative
Technical Skills:
- Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
- Experienced in using calendar management and scheduling software
- Skilled in office equipment operation, including printers, copiers, and fax machines
- Familiarity with travel booking and expense management systems