Executive secretary

The Executive Secretary provides high-level administrative support to the executive team, ensuring smooth office operations and assisting in the management of key business activities. This role involves handling confidential information, managing schedules, preparing reports, and coordinating communications between senior management, staff, and external stakeholders.

Administrative Support:

• Provide executive-level administrative support to senior management, including scheduling meetings, managing calendars, and organizing travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents for senior executives.
• Handle incoming phone calls, emails, and other forms of communication, redirecting or responding as necessary.
• Manage and maintain filing systems, both electronic and paper, ensuring easy retrieval of important documents.

Calendar & Meeting Management:

• Coordinate and schedule meetings, conferences, and appointments for senior executives, ensuring all logistics are in place.
• Prepare meeting agendas, take minutes during meetings, and follow up on action items and deadlines.
• Organize and manage travel itineraries, including flight bookings, accommodations, and transportation, ensuring the executives' schedules are well-coordinated.

Communication & Coordination:

• Serve as a liaison between executives, employees, clients, and external contacts, ensuring smooth communication across all levels.
• Coordinate and manage internal and external correspondence, ensuring that the executives are informed and prepared for engagements.
• Draft and proofread emails, letters, and other communications for senior management.

Document Preparation & Reporting:

• Prepare reports, presentations, and other documents as requested by executives.
• Review, proofread, and ensure all documents meet required standards and guidelines before being submitted to stakeholders.
• Assist in the preparation and submission of reports, proposals, and presentations to clients or management.

Scheduling and Coordination:

• Organize and manage all meeting schedules and appointments for management.
• Handle and process all requirements, such as visas, company letters, and other business correspondence, for management business trips.
• Answer and direct phone calls and emails.
• Coordinate with other departments to ensure the completion of pending tasks.
• Act as the primary point of contact in the management office.
• Communicate with other departments to provide the necessary information and reports.

Document Management:

• Compile and review all requests for the management approval, ensuring all necessary documents are complete and accurate.
• Maintain proper archiving of all department documents.
• Receive and verify the accuracy and completeness of various documents from different departments, both in hard and soft copies, before submitting them for the management approval approval.
• Ensure confidentiality is maintained for all important documents, including contracts, government documents, commercial documents, internal memos, ministry documents, and other business-related documents.

Reporting and Correspondence:

• Prepare internal memos and other business correspondence as requested by the management for both internal and external purposes.
• Prepare reports in a timely manner as required by management.

Task Processing and Safety:

• Process tasks delegated by the management in the system.
• Always maintain a healthy and safe work environment.

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Alfanar is a Saudi company with an international presence, primarily engaged in the manufacturing and trading of a wide variety of low, medium, and high voltage electrical products, in addition to its portfolio of conventional and renewable energy solutions, oil and gas, water treatment, infrastructure, technical services, and digital solutions.

The hub of alfanar’s manufacturing operations is Medinet alfanar Alsinaiya, a 700,000 square-meter complex located in Riyadh. The complex houses an array of ultra-modern manufacturing facilities and laboratories equipped with state-of-the-art technologies and staffed with highly skilled professionals.

alfanar derives its success from its commitment to providing the highest quality standards to its customers, and the continuous development of its human capital, who alfanar considers its most valuable asset. With this in mind, alfanar promotes a proactive work environment where its employees are always valued, nurtured, and empowered to fuel their pride in being part of alfanar.

For more information about alfanar, please visit alfanar.com