Executive Secretary Reporting to The CEO

3 weeks ago

Riyadh, Saudi Arabia Ezdihar Medical Full time

**Position Overview**:
As an Executive Secretary reporting directly to the CEO, you will provide comprehensive administrative and secretarial support to ensure the smooth operation of the CEO's office. You will be responsible for managing the CEO's schedule, coordinating meetings and travel, handling confidential information, and facilitating effective communication within the organization and with external stakeholders.

**Key Responsibilities**:
1. Calendar and Schedule Management: Manage the CEO's calendar, schedule appointments, and coordinate meetings, ensuring optimal use of time and prioritization of tasks. Proactively anticipate scheduling conflicts and make necessary adjustments. Prepare meeting agendas, take minutes, and distribute relevant documentation.

2. Travel Arrangements: Arrange domestic and international travel for the CEO, including flights, accommodations, ground transportation, and visa arrangements. Prepare travel itineraries and ensure all logistics are in place. Handle expense reporting and reimbursement processes related to travel.

4. Meeting and Event Coordination: Coordinate and organize meetings, conferences, and special events involving the CEO. Arrange venues, catering, equipment, and other logistics as required. Prepare meeting materials, presentations, and agendas. Follow up on action items and ensure timely execution.

5. Information Management: Manage and maintain confidential files, records, and documents related to the CEO's office. Establish efficient filing systems and ensure easy retrieval of information. Conduct research, collect data, and prepare reports or presentations as requested.

6. Relationship Management: Build and maintain effective relationships with internal and external stakeholders, including board members, executives, clients, and partners. Facilitate communication and collaboration between the CEO and other departments or individuals. Serve as a liaison and represent the CEO's office in a professional manner.

7. Administrative Support: Provide general administrative support to the CEO, including managing expense reports, processing invoices, and coordinating office supplies and equipment. Assist in the preparation of budgets and financial reports. Handle special projects and assignments as directed by the CEO.

8. Confidentiality and Ethics: Maintain a high level of confidentiality and integrity in handling sensitive information and company matters. Adhere to ethical standards and ensure compliance with relevant policies, regulations, and legal requirements.

**Qualifications and Skills**:

- Bachelor's degree in business administration, communications, or a related field is preferred.
- Proven experience as an executive secretary or similar role, preferably supporting C-level executives.
- Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Excellent verbal and written communication skills, with exceptional attention to detail.
- Proficiency in using office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative platforms.
- Discretion and ability to handle confidential information with professionalism and integrity.
- Strong interpersonal skills and the ability to build relationships at all levels of the organization.
- Proactive approach and ability to anticipate needs and take initiative.
- Flexibility and adaptability to changing priorities and requirements.
- Professional demeanor, with strong problem-solving and decision-making abilities.

**Salary**: ﷼8,500.00 per month

Application Deadline: 29/03/2024
Expected Start Date: 01/04/2024

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