Executive Secretary- Khobar, Ksa

2 weeks ago

Al Hufūf, Eastern Province, Saudi Arabia Trans Skills Group Full time

The Executive Secretary to the Managing Director holds a crucial position in the company, serving as the primary conduit for efficient communication and coordination within the organization.

Reporting directly to the Managing Director, this role supports the executive in managing administrative responsibilities, streamlining executive workflows, and fostering effective information exchange within a multifaceted company operating in both the HORECA (Hotel, Restaurant, and Catering) and Real Estate Development industries.


Executive Support:

  • Act as the primary point of contact between the Managing Director and internal/external stakeholders.
  • Manage the Managing Directors calendar, appointments, and prioritize meetings.
  • Prepare and distribute meeting agendas, presentations, and reports.

Communication Hub:

  • Ensure efficient communication flow within the organization, linking both HORECA and Real Estate Development sectors.
  • Coordinate communication between the Managing Director and department heads.

Information Management:

  • Maintain confidential records and documents, exercising discretion and confidentiality.
  • Conduct research, compile data, and prepare reports as requested by the Managing Director.

Travel and Event Coordination:

  • Arrange and coordinate the Managing Directors travel plans, including itineraries, accommodations, and transportation.
  • Assist in organizing company events and meetings, both internally and externally.

Documentation and Filing:

  • Manage and organize documents, contracts, and agreements related to both business lines.
  • Ensure accurate filing and retrieval of important records.

Interdepartmental Liaison:

  • Foster positive working relationships with teams in the HORECA and Real Estate Development sectors.
  • Facilitate crossfunctional collaboration and information sharing.

Qualifications and Experience:
Bachelor's degree in business administration, management or a related field. Proven experience (5-8 years) as an executive secretary.

Job Specific Skills:
‒ Scheduling Proficiency:
Expertise in calendar management and appointment scheduling

‒ Effective Communication:

Strong written and verbal communication skills

‒ Organizational Agility:

Exceptional organizational skills to manage diverse administrative tasks

‒ Tech-Savviness:

Proficiency in office software and communication tools

‒ Discretion and Confidentiality:

Ability to handle sensitive information with discretion

‒ Problem-Solving Acumen:

Capacity to resolve logístical and administrative challenges

‒ Time Management:

Excellent time management and prioritization skills

‒ Adaptability:

Flexibility to thrive in a dynamic work environment

‒ Interpersonal Skills:

Strong interpersonal skills for interacting with internal and external stakeholders

‒ Attention to Detail:

Keen attention to detail, especially in scheduling and coordination tasks.

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