Secretary to Deputy CEO

Industry: Media & Entertainment

About the Role

Our client is a leading and well-established media and entertainment organization with a strong regional presence. The organization is seeking a highly organized, commercially aware, and detail-oriented Secretary to the Deputy CEO to provide high-level administrative, coordination, and operational support to the Deputy CEO.

Key Responsibilities

Executive & Management Support

• Provide comprehensive administrative and coordination support to the Deputy CEO.
• Manage complex calendars, meetings, appointments, and the Deputy CEO's schedule.
• Coordinate internal and external meetings, including preparing agendas, presentations, and supporting documentation.
• Prepare meeting minutes and action points, and follow up with relevant stakeholders to ensure timely completion.
• Coordinate executive correspondence, reports, presentations, and confidential documentation.
• Handle sensitive business and financial information with a high level of discretion and confidentiality.
• Support the Deputy CEO in preparing for management meetings, leadership reviews, and strategic discussions.

Administration & Operations

• Coordinate administrative matters across departments and ensure timely follow-up on management requests.
• Maintain structured filing systems for confidential corporate, financial, and administrative documents.
• Coordinate travel arrangements, accommodation, meetings, and itineraries for the Deputy CEO when required.
• Assist with expense claims, purchase requests, contracts, and administrative documentation.
• Liaise with internal departments and external stakeholders on behalf of the Deputy CEO.
• Support the smooth execution of management-level administrative and operational requirements.
• Maintain trackers for key actions, deadlines, approvals, and deliverables.

Stakeholder Coordination

• Act as a central coordination point between the Deputy CEO and internal departments.
• Build effective working relationships with Finance, HR, Legal, Procurement, Operations, and other business functions.
• Follow up proactively with stakeholders and escalate delays or critical matters where appropriate.
• Ensure communication and documentation flow efficiently between the Deputy CEO and relevant teams.

Requirements

• Bachelor's degree in Business Administration, Management, or a related field.
• 3–5 years of relevant experience in executive assistance, management support, secretarial, or a similar role.
• Proficiency in Microsoft Office, particularly Excel and PowerPoint.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills in English and Arabic.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• Strong attention to detail and accuracy.
• High level of professionalism, discretion, and confidentiality.
• Strong follow-up and stakeholder-management skills.
• Ability to work independently and anticipate the needs of senior managemet