Executive Secretary

Job Purpose

Providing administrative and secretarial support to a high-level executive within the organization, involving managing the executive's schedule, communications, and office operations to ensure smooth and efficient workflow.

Job Dimensions and Business Metrics

·         Highest level of confidentiality and access to information which unauthorized disclosure could be expected to have a severe or catastrophic adverse effect on organizational operations, organizational assets, or individuals

Key Accountabilities include the following. Other duties may be assigned as required.

·         Coordinates and manages the executive's schedule, appointments, and meetings.

·         Prioritizes and organizes meetings, ensuring timely attendance and preparation.

·         Acts as the primary point of contact between the executive and internal/external stakeholders.

·         Coordinates phone calls, emails, and correspondence on behalf of the executive.

·         Responds to inquiries and handle routine matters independently.

·         Arranges and coordinate travel plans, including flights, accommodations, and transportation.

·         Prepares detailed itineraries and travel packs for the executive's trips.

·         Tracks and reconciles travel expenses.

·         Drafts, edits, and proofreads documents, reports, memos, and presentations.

·         Prepares meeting agendas, minutes, and follow-up action items.

·         Maintains organized and up-to-date files and records.

·         Assists in the preparation and distribution of meeting materials and presentations.

·         Attends and take minutes during meetings, summarizing key points and action items.

·         Ensures that meetings run smoothly and on schedule.

·         Coordinates the day-to-day operations of the executive's office.

·         Orders office supplies, equipment, and manage inventory as needed.

·         Coordinates with IT and facilities teams for office maintenance and technology support.

·         Assists the executive with special projects, research, and initiatives as needed.

·         Collaborates with other departments and team members on cross-functional projects.

·         Strictly follows established environmental, health, safety and quality policies and procedures in order to guarantee employee safety, legislative compliance, delivery of high-quality products/services and a responsible environmental attitude.

·         Undertakes accountabilities in the operational excellence process as set out in the schedule of responsibilities.

·         Contributes to the processes of continuous improvement for the area assigned.

·         Performs any other relevant task as directed by CEO.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education, Certificates, Licenses, Registrations and/or Experience

3-5 years of experience in Secretarially/Office Support field preferably in oil & gas sector.

Academic background includes a minimum of a Bachelor degree.

Language Skills (English and Arabic)

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.