Senior Executive Secretary

role overview

The senior executive secretary provides comprehensive executive, administrative, and office management support to the director, ensuring the efficient and smooth operation of the director’s office.

The role works closely with the director and the director’s direct reports to coordinate business activities, manage priorities, facilitate communication, and ensure timely follow-up on key deliverables and action items.

Work location

Dhahran, Saudi Arabia

Required experience

5–10 years

Preferred qualification

Associate degree (diploma) in office management, business administration, secretary studies.

Relevant work experience

Executive secretary / secretary / executive assistant / administrative support

Key responsibilities

Provide comprehensive executive secretarial and administrative support to the director.

Manage the director’s complex calendar, appointments, meetings, and daily schedule, ensuring effective prioritization of commitments.

Coordinate domestic and international business travel, including flights, accommodation, transportation, visa applications, and detailed travel itineraries.

Prepare, review, process, and maintain business travel expenses and related administrative documentation.

Organize and coordinate meetings, including venue bookings, meeting logistics, agendas, materials, and catering arrangements.

Record meeting minutes and action items, monitor progress, and follow up with relevant stakeholders to ensure timely completion.

Coordinate closely with the director’s direct reports and internal stakeholders to facilitate business activities and ensure effective follow-up.

Collate and consolidate weekly and monthly highlights, reports, presentations, and management information.

Knowledge, skills & competencies

Excellent organizational and time-management skills.

Strong written and verbal communication skills.

Exceptional attention to detail and accuracy.

Excellent calendar, meeting, and schedule management skills.

Strong coordination, planning, and follow-up capabilities.

Strong interpersonal and stakeholder-management skills.

High level of confidentiality, integrity, discretion, and professional judgment.

Education & experience

Education

Associate degree preferred in office management, business administration, secretarial studies, or a related discipline.

Experience

5–10 years of relevant experience in executive secretarial, secretarial, executive assistant, or administrative support roles.

Previous experience supporting a director, senior executive, or equivalent leadership position is preferred.

Demonstrated experience in calendar management, business travel coordination, meeting management, correspondence, report preparation, and handling confidential information.

Key attributes

Professionalism and maturity

High level of integrity and confidentiality

Strong ownership and accountability

Proactive and anticipatory approach

Excellent organization and prioritization

Strong communication and interpersonal skills

Exceptional attention to detail

Flexibility and adaptability

Ability to build effective relationships with senior stakeholders