Executive Secretary

About the Role

A leading contracting organization under an international group established in 1977 seeks an Executive Secretary to support the Vice President's office. The organization specializes in General Contracting, Heavy Equipment Rental, Local Staffing & Outsourcing, Overseas Recruitment, Project Support, and Oilfield Supplies. The Executive Secretary will oversee comprehensive secretarial and administrative functions, ensuring operational efficiency, timeliness, and utmost confidentiality, facilitating enhanced leadership productivity.

Key Duties and Responsibilities

• Manage the VP's calendar including scheduling appointments, meetings, and organizing travel plans.
• Handle incoming communications by screening calls, prioritizing emails, packages, and official correspondences requiring effective English communication.
• Ensure strict confidentiality when managing sensitive documents.
• Prepare presentations, draft reports as assigned, attend senior-level meetings to record minutes, and monitor actions on VP-approved documents.
• Execute office and financial administration tasks including preparing invoices, processing financial documents, supporting timekeeping activities, and overseeing cost-efficient office supplies management.
• Maintain organized, accessible electronic and physical record systems.

Candidate Requirements

• Possession of a university degree, ideally in Business Administration or a related field; additional certificates or diplomas in MS Office and ERP software preferred.
• Minimum of two years' experience in roles such as Executive Secretary, Executive Assistant, or customer-oriented administrative positions.
• Prior experience working with training institutes, colleges, or higher education institutions is required.
• Experience in Oil & Gas, EPC sectors, or within the GCC region will be considered an advantage.
• Fluency in written and spoken English with strong communication skills.
• Proficient in MS Office applications, ERP platforms, fundamental accounting, and office management methods.
• Exemplify integrity, confidentiality, excellent organizational abilities, efficient time management, and strong problem-solving skills.