Executive Secretary

Job description / Role

Roles and Responsibilities:

- Conduct day-to-day activities while ensuring compliance to policies and procedures
- Contribute to the identification of opportunities for continuous improvement of systems, processes in line with leading practices
- Establish working relationships with relevant internal stakeholders
- Collect feedback from internal stakeholders on issues being faced and other requirements
- Contribute to the preparation of progress reports directed to all relevant stakeholders to keep them informed of progress
- Respond to internal and external calls, record messages, and transfer calls ensuring abidance by set standards
- Meet and greet guests on behalf of the Direct Manager based on set protocols and escort to designated room
- Ensure availability of all office supplies and stationeries for the Direct Manager and maintain cleanliness of Direct Manager's office and space area on a continuous basis
- Organize Direct Manager's appointment schedules, events calendars, and weekly plan and prepare logistics requirements such as room setup, required stationery, and meeting amenities
- Assure meeting rooms are available according to Direct Manager's schedule and manage rooms cleanliness and organization to ensure satisfaction and solidify of Direct Manager's professional reputation
- Attend President / BoD / Committees meetings and provide the members with needed information, documents, and data to be discussed in the meeting
- Ensure availability of all office supplies and stationeries for the Direct Manager and maintain cleanliness of Direct Manager's office and space area on a continuous basis
- Manage Direct Manager's incoming and outgoing paper and electronic correspondences ensuring confidentiality and timeliness
- Manage Direct Manager's responses on specific queries as per directions and instructions through accurate letters, emails, reports, and correspondences
- Follow up with internal and external stakeholders on requests / formalities requested by the Direct Manager ensuring timeliness
- Update database accurately with internal and external names and numbers for proper tracking and future reference
- Identify list of internal and external committees and clarify committees' purpose and the organization's contribution
- Draft nomination letter to notify the organization's concerned stakeholders of their appointment in internal and external committees
- Organize committees' meetings and implement needed logistics requirements
- Attend committees meetings and follow up on meeting outcomes, pending matters, and decisions in coordination with concerned stakeholders

Requirements

Job Qualifications and Requirements:

- 2+ years of experience in an Administrative Services field
- Bachelor's Degree in Administrative Affairs or equivalent is required

About the Company

The Professionals is a Saudi leading Consulting firm that was established in 2015 in Riyadh, Saudi Arabia.

Since 2015 until now, we’ve become a successful partner in delivering unique consulting services to our partners who operate in different industries and sectors.

We always combine our service offerings by adopting global best practices with local in-depth understanding and delivering it with a passion to exceed our partners’ expectations to achieve their business objectives.