Executive Secretary

About the Company

A leading Saudi company operating in the fast-moving consumer goods (FMCG) sector, with its own manufacturing operations, headquartered in Riyadh. The company serves both individual consumers and businesses through retail, wholesale, and e-commerce channels, with a distribution network covering all regions of the Kingdom.

The Executive Secretary provides administrative support to managers and staff, helping daily operations run smoothly and supporting the company’s objectives. The role manages schedules, coordinates meetings, organizes documents, and facilitates internal and external communication. It requires strong organizational skills, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Scheduling and Meeting Coordination

• Manage schedules, coordinate appointments, and arrange meetings to ensure effective use of time.
• Prepare meeting materials, take minutes, and document key decisions and action items.
• Coordinate company activities and events as needed.

Document Management and Reporting

• Maintain an organized, accessible filing system for documents and records.
• Prepare reports, correspondence, and other administrative documents.
• Compile and analyze basic information and data to support decision-making.
• Handle sensitive documents and information with professional discretion and confidentiality.

Communication and Administrative Support

• Answer telephone calls and direct inquiries to the appropriate people.
• Facilitate communication between managers, employees, clients, and external contacts.
• Respond promptly to requests and inquiries from colleagues and clients.
• Use office software effectively to complete daily administrative tasks.
• Apply negotiation and persuasion skills when needed to coordinate requests and meet business needs.
• Follow company procedures and apply a basic understanding of relevant workplace laws to support compliance.

Qualifications and Experience

• Bachelor’s degree in Business Administration or a related field, or equivalent practical experience.
• Minimum 1 year of experience in administrative support or secretarial work.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Experience in a startup, large company, or agency environment is welcome.
• Experience coordinating or leading projects or teams is an advantage.

Skills

• Strong organizational skills, time management, and prioritization.
• Effective written and verbal communication.
• Proficiency in Microsoft Office and Google Workspace.
• Accuracy in data handling, document preparation, and recordkeeping.
• Professional discretion when handling confidential information.
• Negotiation, persuasion, and teamwork.
• Adaptability and willingness to learn.
• Basic knowledge of relevant workplace laws and regulations.

Key Performance Indicators

Scheduling accuracy, timely preparation of reports and meeting minutes, document accuracy and accessibility, response times to requests and inquiries, completion of assigned administrative tasks, and adherence to confidentiality and company procedures