Executive Secretary

Job Description

 Company/Department:

AHQ and Sons Company/ CEO Office

 Position:   Executive Secretary

Reports To

Direct reporting

Chairman board of Director

Dotted line reporting

Job Purpose

Job Summary:

We are looking for a proactive and highly organized Executive Secretary with Office Management duties to provide comprehensive administrative and operational support to the Executive Director of a diverse group of companies in Saudi Arabia. The ideal candidate must be fluent in English and capable of communicating professionally with French or Chinese-speaking counterparts. This role requires a blend of high-level secretarial support and efficient office administration in a fast-paced, multi-company environment.

Key Responsibilities:

  Executive Secretarial Duties

·          Manage the Executive Director’s calendar, coordinate appointments, and organize internal and external meetings.

·         Draft, review, and edit correspondence, memos, reports, and presentations in English (and optionally French/Chinese).

·         Act as a liaison between the Executive Director and stakeholders, including internal teams, partners, and international contacts.

·         Arrange international and domestic travel, including visa processing, accommodations, and travel itineraries.

·         Handle confidential documents and ensure secure filing and storage systems.

·         Record meeting minutes, follow up on action points, and ensure timely execution.

 Office Management Duties

·         Oversee daily operations of the executive office to ensure efficiency and professionalism.

·         Manage office supplies, procurement, vendor relations, and general administrative logistics.

·         Supervise support staff and delegate administrative tasks as needed.

·         Monitor office budgets and handle petty cash and expense tracking.

·         Ensure compliance with company procedures and Saudi Arabian regulatory requirements.

·         Support onboarding and orientation for new employees in the executive office.

Key Skills & Qualifications:

• Education:  Bachelor’s degree in business administration, Office Management, or a related field.
• Experience: Minimum 5 years of experience in executive-level secretarial and office management roles, preferably in a corporate or multinational environment.
• Leadership: Leadership: Strong ability to manage the office, coordinate meeting schedules, and ensure they are organized.
• Expertise: Experience Proven experience as an Executive Secretary
• Skills:
• Fluent in English (spoken and written); Excellent of French or Chinese is highly desirable..
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent organizational, communication, and multitasking skills.
• High level of discretion, integrity, and professionalism.
• Familiarity with the Saudi business environment and cultural protocols.

Preferred Attributes

• Experience supporting C-level executives or board-level communication.
• Culturally sensitive and capable of working in a multilingual, international setting.
• Ability to work independently and prioritize tasks under pressure.