Executive Secretary

Executive Secretary

Location: Jeddah, Saudi Arabia

Employment Type: Full-Time | On-siteAbout the RoleJabiyah is seeking a highly organized, discreet, and proactive Executive Secretary to provide direct administrative and executive support in a fast-paced professional environment.This is not a routine administrative position.

The role requires strong judgment, ownership, confidentiality, and the ability to manage multiple priorities simultaneously while ensuring that assignments are followed through to completion.The ideal candidate does not simply wait for instructions. She anticipates requirements, identifies pending matters, follows up proactively, and ensures that deadlines, meetings, documents, and executive commitments are properly managed.Key Responsibilities* Manage executive calendars, meetings, appointments, visits, and schedule conflicts.* Coordinate internal and external meetings and ensure all required information and materials are prepared in advance.* Track executive assignments, decisions, commitments, and pending actions through completion.* Prepare meeting agendas, minutes, action items, and follow-up reports.* Draft and manage professional correspondence, emails, letters, reports, and executive documents.* Coordinate communication between executives, team members, clients, members, partners, and external parties.* Handle confidential documents, client information, contracts, internal records, and sensitive business information with strict discretion.* Prioritize incoming requests and determine what requires immediate attention, follow-up, escalation, or scheduling.* Maintain organized digital and physical records with accurate document control.* Follow up with responsible parties without requiring repeated instructions from management.* Prepare concise executive updates highlighting completed, pending, delayed, and decision-required items.* Support executive members and guests with a high level of professionalism and discretion.* Manage unexpected changes, urgent requests, and competing priorities without losing track of existing commitments.* Use calendars, CRM systems, task-management tools, Microsoft Office, and other business platforms efficiently.* Provide additional executive and administrative support as required by business needs.Requirements* Bachelor’s degree in Business Administration, Office Management, Management, or a related field.* Previous experience in executive secretarial, executive assistant, or senior administrative support roles is preferred.* Excellent Arabic communication and professional writing skills.* Good working proficiency in English.* Strong proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.* Exceptional organization, follow-up, and time-management skills.* Strong attention to detail and ability to identify missing information or potential issues.* Professional appearance, communication, and business etiquette.* High level of confidentiality and discretion.* Ability to work independently and take ownership of assigned responsibilities.* Ability to manage pressure, changing priorities, and multiple concurrent assignments.This role may not be suitable for candidates who require continuous direction, are uncomfortable with proactive follow-up, or prefer a strictly routine and predictable administrative workload.