Job Title: Executive Secretary - VP
Contract Duration - 1 Year (with possible extension)
Location: Dammam, Eastern, SA
Training Institute/Client - EnergyTech (https://www.energytech.edu.sa/) (FKA SPSP)
Role Summary
We are seeking a Saudi with excellent English communication skills to manage the VP's office, handling secretarial needs, scheduling, correspondence, and administrative tasks to ensure smooth operations and efficiency.
An Executive Secretary must ensure smooth office operations by handling daily administrative tasks, supporting the VP, and maintaining organizational excellence. Responsibilities include agenda management, communication coordination, document preparation, and office administration. The ideal candidate is organized, proactive, and efficient, contributing to the VP's overall productivity and business effectiveness.
Candidate Requirements
- Saudi (mandatory)
- Excellent English speaking and writing skills (mandatory)
- Graduate degree (preferably business major)
- Diploma/certificate in MS Office & back-office software (e.g., ERP)
- Minimum 2 years as executive secretary or similar role
- Strong MS Office proficiency & office management knowledge
- Excellent organizational, communication & confidentiality skills
Key Responsibilities
- Manage VP's agenda and assist in planning appointments, meetings, conferences, etc.
- Receive and screen phone calls and redirect them when appropriate
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages, etc.)
- Make travel arrangements for VP
- Handle confidential documents ensuring they remain secure
- Prepare invoices and financial documents and assist in timekeeping
- Monitor office supplies and ensure the most cost-effective orders
- Maintain electronic and paper records ensuring information is organised and easily accessible
- Prepare presentations or reports as assigned
- Attend meetings and keep minutes
- Prepare meeting minutes and monitor action item follow-up
- Update databases and tracking sheets with high accuracy
- Coordinate with HR, Finance, IT, Facilities, and Procurement departments
- Process invoices and assist in expense tracking
- Follow up on VP signed reports and direct them to VP direct reports
- Miscellaneous tasks as directed by VP
Behavioral Competencies
- Excellent organizational and time-management skills
- Outstanding communication and negotiation abilities
- Integrity and confidentiality
- Trustworthiness and ethics
- Teamwork and collaboration
- Proactive and efficient work approach
- Strong attention to detail and accuracy
