Executive Secretary

Executive Support & Administration • Serve as the primary point of contact between executive leadership, internal teams, and external stakeholders. • Manage complex executive calendars, schedule C-level meetings, and organize internal/external corporate events. • Prepare, edit, and format high-level correspondence, business reports, board presentation slides, and meeting agendas. • Record, transcribe, and distribute precise meeting minutes and follow up on actionable items. • Maintain confidential physical and digital filing systems, corporate documents, and trade licenses. Industry-Specific Coordination • Tourism & Hospitality: Coordinate complex international/domestic travel itineraries, flight bookings, hotel accommodations, visa arrangements, and transportation for executives and VIP clients. • Cargo & Logistics: Oversee administrative aspects of corporate logistics, trace high-priority shipments, and liaise with freight partners or clearing agents for executive office requirements. • Oil & Gas / Energy: Maintain knowledge of industry terminology, track compliance documentation, organize vendor/contractor agreements, and facilitate communication with field/site operations. Office & Operational Management • Filter incoming calls, emails, and corporate inquiries, routing them to the appropriate department heads. • Oversee office supplies, vendors, and facility administrative expenses, ensuring cost-effective procurement. • Handle petty cash, expense claims, and invoice processing for the Executive Office in coordination with Finance. • Experience: Minimum 5 years of proven experience as an Executive Secretary, Personal Assistant, or Senior Administrative Assistant. • Industry Background: Demonstrated hands-on experience or exposure within Cargo/Logistics, Oil & Gas, and Tourism industries. • Education: Bachelor’s degree in Business Administration, Communications, or a related field. • Language Skills: Excellent command of English (written and spoken). Arabic fluency is a strong advantage. • Tech Proficiency: Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and document management software. • Key Competencies: • Exceptional organizational and multitasking capabilities under tight deadlines. • Strong interpersonal skills with high emotional intelligence and professional etiquette. • Absolute discretion when handling confidential and sensitive company data. • Strong problem-solving capabilities and proactive initiative.