Executive Secretary

Job description / Role

Description

Eram Talent, a premier talent acquisition company, is on the lookout for a dedicated executive secretary to support our executive team. The ideal candidate will bring professionalism, exceptional organizational skills, and a proactive approach to manage the dynamic demands of our executive office.

As an executive secretary, you will serve as the primary liaison between the executive staff and clients or stakeholders. Your responsibilities will include coordinating schedules, managing communications, and ensuring efficient operational flow within the team. Exceptional attention to detail, confidentiality in handling sensitive information, and a positive attitude are essential for success in this role.

Key responsibilities

• Manage the chief officer’s calendar, scheduling appointments, meetings, and events.
• Prioritize and coordinate conflicting schedules and commitments.
• Plan and coordinate all aspects of the chief officer’s business travel, including transportation, accommodation, and itineraries.
• Ensure travel arrangements are efficient and cost-effective.
• Serve as the primary point of contact for the chief officer, managing phone calls, emails, and correspondence.
• Draft and prepare written communications, such as emails, memos, and letters, on behalf of the chief officer.
• Arrange and coordinate meetings, conferences, and events for the chief officer.
• Prepare meeting materials, agendas, and take minutes as required.
• Maintain organized and up-to-date filing systems for executive-level documents and records.
• Conduct research and gather information to support the chief officer’s decision-making processes.
• Track and process the chief officer’s expenses, ensuring compliance with company policies and regulations.
• Prepare expense reports and maintain accurate records.
• Provide administrative and operational support for special projects or initiatives assigned by the chief officer.
• Coordinate with cross-functional teams and stakeholders as needed.
• Handle confidential and sensitive information with utmost discretion and professionalism.
• Maintain strict confidentiality regarding executive-level matters and communications.

Requirements

• Bachelor’s degree in business administration, English, or equivalent from a recognized and accredited university in Saudi Arabia is required.
• 9 years of experience in the same field is required.
• Outstanding verbal and written communication skills.
• Highly proficient with Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Strong organizational, multitasking, and time-management abilities.
• Ability to work independently and collaboratively in a fast-paced environment.
• Discretion and confidentiality in handling sensitive information.
• Bachelor's degree or relevant certification is preferred.