Overview
Executive Secretary Jobs in Riyadh, Saudi Arabia at SABIL | سابل
Title: Executive Secretary
Company: SABIL | سابل
Location: Riyadh, Saudi Arabia
Executive Secretary | HQ Office – Riyadh, Saudi Arabia
About the Role:
Support SABIL’ Executives by providing administrative assistance and facilitating seamless communication and coordination between the executive office and internal/external stakeholders. Ensure efficient operations of the executive office, managing the executive's schedule, handling confidential information with discretion, and facilitating the flow of information within the organization.
Executive Office Management
- Streamline the executive’s calendar by efficiently scheduling appointments and coordinating meetings, ensuring a seamless process and enhanced time management for the executive.
- Plan and execute Very Important Person (VIP) events, managing logistics and special requirements, resulting in successful and well-coordinated events that reflect positively on the organization.
- Coordinate executive site visits, handling arrangements such as flights, ground transportation, accommodations, and meeting room setup, to ensure that the visits are organized and conducted smoothly, contributing to a positive and professional image.
- Lead general office administration tasks, including monitoring of supply inventory levels, managing office equipment, etc.
- Guarantee exceptional and courteous interactions with visitors and stakeholders, fostering positive relationships and maintaining a professional atmosphere within the organization to contribute to a positive and welcoming environment for all stakeholders involved.
Executive Support
- Demonstrate accuracy and attention to detail in completing expense reports, contributing to streamlined financial processes.
- Compose and prepare confidential correspondence with precision, maintaining the integrity of sensitive information.
- Arrange complex travel plans, itineraries, and agendas with a keen eye for detail and compile necessary documents for travel-related meetings, facilitating seamless business travel experiences.
- Plan, coordinate, and enforce adherence to the executive’s schedule while acting as a "gatekeeper" and "gateway," creating win-win situations for direct access to the executive’s time and office.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature to determine appropriate courses of action, referrals, or responses.
- Provide a bridge for smooth communication between the executive office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the executive’s ability to effectively lead their department.
- Maintain and organize executive files, records, and documents, ensuring accessibility and confidentiality.
- Prioritize conflicting needs, handling matters expeditiously and proactively and follow through on projects to successful completion.
Continuous Improvement
- Assist with the identification of opportunities for continuous improvement of SABIL systems, processes, and practices considering ‘international best practice’, improvement of financial processes, cost optimization, and efficiency improvement.
Qualifications/Requirements
Required
Knowledge and Experience
- Recent Graduate Or Up to 4 years of experience is required in a similar role.
- Fluency in English (written and spoken)
- Proficient in Microsoft programs(Word, Excel,etc)
Education
- Diploma’s degree Or Bachelor’s degree in business administration, or any business-related discipline.
