Executive Secretary

Job Summary:

Responsible for providing comprehensive administrative support to the Chief Executive Officer.

This includes managing the CEO's schedule, coordinating meetings, and handling communications on behalf of the CEO. Additionally, the role involves conducting research, preparing reports, and maintaining confidential information, ensuring the CEO's time is optimized, facilitating strategic decision-making, and contributing to the overall effectiveness of the organization.

KEY ACCOUNTABILITIES:

Executive Assistance and Coordination

• Manage the CEO’s calendar, including scheduling meetings, appointments and travel arrangements.
• Facilitate smooth communication between the CEO's office and internal departments, maintaining credibility, trust and support with senior management staff.
• Handle CEO office correspondence and screen calls as necessary.
• Organize and prepare for high-level meetings, including agenda management, minutes of meeting-taking, and coordination of follow-up actions.
• Conduct research, gather and analyze data, and prepare comprehensive reports and documents for review and presentation to the board of directors and department heads.
• Manage ad hoc projects as assigned by the CEO, ensuring tasks are completed on time and outcomes meet quality standards.
• Administer and manage the CEO's expenses, including tracking, reporting, and liaising with the finance department to ensure timely and accurate expense submission and reconciliation.
• Maintain an accurate record of papers and electronic correspondence on behalf of the CEO.
• Maintain high level of protocol and confidentiality.

Policies, Systems, Processes & Procedures

• Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.

Continuous Improvement

• Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Reporting

• Assist in the preparation of timely and accurate statements and reports to meet department requirements, policies and quality standards.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Minimum Qualifications:

• A high school diploma with vocational training in Executive Assistant courses is required.
• Bachelor's degree is preferred but not required.

Minimum Experience:

• Minimum of 8 years of experience in similar roles in large companies.

Required Competencies

• Functional Competencies
• Exceptional organizational and time-management skills
• Advanced proficiency in office software
• Excellent communication skills, with proficiency in both verbal and written English and Arabic
• Behavioral Competencies
• High level of professionalism and integrity
• Ability to remain calm and effective under pressure while managing multiple tasks and projects
• Excel at multitasking, meeting deadlines, and achieving goals
• Exhibit a professional and confident demeanor with a proactive work approach
• Highly organized and detail-oriented