Executive Secretary (Arabic speaking)

Job Title: Executive Secretary (Arabic speaking)

Roles & Responsibilities:

- Calendar Management:
- Manage the CEO’s calendar to ensure efficient use of time by prioritizing meetings and appointments.
- Meeting Coordination:
- Schedule client meetings and site visits, ensuring timely communication and appropriate documentation.
- Coordinate and facilitate meetings with suppliers, site staff, and other stakeholders.
- Prepare meeting agendas, collate supporting materials, and distribute them to participants in a timely manner.
- Attend meetings, take minutes, and provide follow-up actions as required.
- Information Flow:
- Facilitate the flow of information between the CEO, staff, and external parties, ensuring timely updates and addressing any concerns or issues.
- Communication Management:
- Manage incoming and outgoing communications on behalf of the CEO, including phone calls, emails, and written correspondence.
- Prioritize and respond to inquiries, redirecting them as appropriate.
- Document Preparation:
- Draft, proofread, and edit documents, presentations, and reports as required by the CEO.
- Travel Arrangements:
- Make domestic and international travel arrangements for the CEO.
- Prepare detailed travel itineraries, including schedules and necessary documentation.
- Expense Management:
- Assist in managing expense reports and reimbursements related to travel and other business activities.
- Filing System:
- Maintain a well-organized and easily accessible filing system, both electronically and physically.
- Confidentiality:
- Handle confidential and sensitive information with discretion and professionalism.

Desired Candidate Profile:

- Experience:
- 10 to 15 years’ experience as an executive secretary, supporting senior executives or C-suite members.
- Skills:
- Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
- Strong attention to detail, ensuring accuracy in all tasks and documentation.
- Exceptional verbal and written communication skills in Arabic and English, including drafting professional correspondence and reports.
- Proficient in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
- Experience with the latest communication tools, including calendar management software and virtual meeting platforms like Zoom.
- Demonstrated ability to handle confidential information with integrity and discretion.
- Strong problem-solving skills and the ability to anticipate needs and provide proactive support.
- Professional demeanor, with strong interpersonal skills and the ability to work effectively with individuals at all levels, including the C-suite level.

Employment Type: Full Time