Executive Secretary - VP

Role Overview

This is a 1-year contract position, with the possibility of extension, based in Dammam, Eastern Province, Saudi Arabia. The role supports the Vice President’s office by managing day-to-day secretarial, scheduling, correspondence, and administrative work to help keep operations running smoothly.

The position calls for a highly organized and proactive Saudi candidate with strong English communication skills. The selected professional will contribute to office efficiency, administrative order, and the VP’s overall productivity.

Core Responsibilities

• Oversee the VP’s calendar, including appointments, meetings, conferences, and related planning.
• Answer, screen, and route phone calls as needed.
• Sort and prioritize incoming and outgoing communication such as emails, letters, and packages.
• Arrange travel for the VP.
• Protect sensitive files and ensure confidential documents are handled securely.
• Prepare invoices, financial paperwork, and timekeeping support when required.
• Track office supplies and place cost-conscious orders as needed.
• Maintain both digital and physical records so information stays organized and easy to retrieve.
• Create presentations and reports based on assignments.
• Attend meetings, record minutes, and follow up on action items.
• Update databases and tracking sheets accurately.
• Coordinate with HR, Finance, IT, Facilities, and Procurement teams.
• Support invoice processing and expense tracking.
• Follow up on VP-signed reports and forward them to the VP’s direct reports.
• Handle additional tasks assigned by the VP.

Candidate Profile

The employer is looking for a Saudi national who can communicate fluently in English, both verbally and in writing. The ideal candidate should hold a graduate degree, preferably in business, and have a diploma or certificate in MS Office and back-office tools such as ERP systems.

A minimum of 2 years of experience as an executive secretary or in a similar support role is required. The candidate should be skilled in MS Office, office administration, organization, communication, confidentiality, and accurate record handling.

Behavioral Expectations

The role also requires professionalism, discretion, reliability, teamwork, a proactive mindset, and strong attention to detail.

Additional Information

This position is for a Saudi candidate only and requires strong English speaking and writing ability. It is a contract role for 1 year with possible extension.