Executive Secretary

Role overview

This position supports the CEO with high-level administrative, coordination, and communication tasks. The role is focused on keeping schedules, meetings, documentation, correspondence, and follow-ups organized so leadership operations run smoothly.

Key responsibilities

• Plan and maintain the CEO’s calendar, including internal and external meetings.
• Handle official correspondence, answer incoming calls, respond to enquiries, and route matters to the right teams.
• Arrange meeting agendas, coordinate attendee schedules, and track appointment follow-ups.
• Prepare clear and professional meeting minutes, record decisions and recommendations, and monitor execution with relevant departments.
• Create periodic progress updates and follow-up reports for senior management.
• Track completion of assigned actions and directives, ensuring deadlines are met.
• Develop professional PowerPoint presentations for meetings and formal events.
• Organize paper and digital records, and maintain an efficient filing and archiving system.
• Manage databases and keep project, meeting, decision, and follow-up information up to date.
• Draft formal letters and business correspondence in Arabic and English when required.
• Work with internal departments and external stakeholders to support smooth operations and objective achievement.
• Safeguard the confidentiality of senior management information and documents.
• Carry out any other duties connected to the role as assigned by management.

Required skills

• Strong scheduling and calendar management
• Excellent organization and time management
• Meeting minutes and executive reporting
• Professional presentation design
• Microsoft Office proficiency
• Coordination and follow-up
• Clear written and verbal communication
• Prioritization and multitasking
• Attention to detail
• Confidentiality and professionalism
• Working under pressure
• Bilingual business writing in Arabic and English

Performance measures

• Punctuality in managing appointments and meetings
• Accuracy and quality of minutes and reports
• On-time completion and tracking of decisions and tasks
• Senior management satisfaction with administrative support
• Fast response to correspondence and administrative requests
• Well-structured files and data that are easy to retrieve