وظيفة سكرتير تنفيذي لدى Afaaq Catering And Facility Mgmt في الظهران

Job Purpose

The Executive Secretary provides high-level administrative and secretarial support to senior management, ensuring effective coordination of schedules, meetings, correspondence, documents, and confidential information. The role helps the executive maintain smooth daily operations and effective communication with internal and external stakeholders.

Responsilbilities

1. Executive Support

• Manage the executive's calendar, appointments, meetings, and travel arrangements.
• Organise and prioritise daily schedules and commitments.
• Prepare meeting agendas, presentations, reports, and briefing materials.
• Monitor important deadlines, follow-ups, and action items.
• Provide administrative support for executive-level activities and projects.

2. Meeting & Board Support

• Coordinate management and executive meetings.
• Prepare agendas and distribute relevant documents in advance.
• Attend meetings when required and prepare accurate minutes.
• Maintain action trackers and follow up with responsible departments.
• Support Board and committee meetings where required.

3. Correspondence & Communication

• Draft, review, and format professional letters, emails, reports, and presentations.
• Handle incoming and outgoing correspondence on behalf of the executive.
• Coordinate communication between the executive and internal departments, clients, suppliers, and other stakeholders.
• Ensure timely responses and follow-ups on important matters.

4. Document & Records Management

• Maintain organised and confidential electronic and physical records.
• Prepare and maintain executive files, reports, contracts, and correspondence.
• Ensure documents are properly filed and easily accessible.
• Maintain confidentiality of sensitive business and employee information.

5. Follow-up & Coordination

• Follow up with departments on tasks assigned by senior management.
• Track pending actions and provide regular status updates.
• Coordinate cross-functional activities on behalf of the executive.
• Escalate delays or critical matters when appropriate.

Qualifications

• Bachelor's degree or diploma in Business Administration, Secretarial Studies, Management, or a related field.
• Minimum 2-4 years of relevant experience in executive secretarial.
• Experience supporting senior executives, CEOs, Managing Directors, or Board members is preferred.
• Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
• Excellent written and verbal communication skills in English.