Executive Secretary

Hiring company: AHQ - Admin Division Job Description Company/Department: AHQ and Sons Company/ CEO Office Position: Executive Secretary Reports To Direct reporting Chairman board of Director Dotted line reporting Job Purpose Job Summary: We are looking for a proactive and highly organized Executive Secretary with Office Management duties to provide comprehensive administrative and operational support to the Executive Director of a diverse group of companies in Saudi Arabia. The ideal candidate must be fluent in English and capable of communicating professionally with French or Chinese-speaking counterparts. This role requires a blend of high-level secretarial support and efficient office administration in a fast-paced, multi-company environment. Key Responsibilities: Executive Secretarial Duties · Manage the Executive Director’s calendar, coordinate appointments, and organize internal and external meetings. · Draft, review, and edit correspondence, memos, reports, and presentations in English (and optionally French/Chinese). · Act as a liaison between the Executive Director and stakeholders, including internal teams, partners, and international contacts. · Arrange international and domestic travel, including visa processing, accommodations, and travel itineraries. · Handle confidential documents and ensure secure filing and storage systems. · Record meeting minutes, follow up on action points, and ensure timely execution. Office Management Duties · Oversee daily operations of the executive office to ensure efficiency and professionalism. · Manage office supplies, procurement, vendor relations, and general administrative logistics. · Supervise support staff and delegate administrative tasks as needed. · Monitor office budgets and handle petty cash and expense tracking. · Ensure compliance with company procedures and Saudi Arabian regulatory requirements. · Support onboarding and orientation for new employees in the executive office. Key Skills & Qualifications: Education: Bachelor’s degree in business administration, Office Management, or a related field. Experience: Minimum 5 years of experience in executive-level secretarial and office management roles, preferably in a corporate or multinational environment. Leadership: Leadership: Strong ability to manage the office, coordinate meeting schedules, and ensure they are organized. Expertise: Experience Proven experience as an Executive Secretary Skills: Fluent in English (spoken and written); Excellent of French or Chinese is highly desirable.. Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Excellent organizational, communication, and multitasking skills. High level of discretion, integrity, and professionalism. Familiarity with the Saudi business environment and cultural protocols. Preferred Attributes Experience supporting C-level executives or board-level communication. Culturally sensitive and capable of working in a multilingual, international setting. Ability to work independently and prioritize tasks under pressure.

Bachelor’s degree in business administration, Office Management, or a related field. Minimum 5 years of experience in executive-level secretarial and office management roles, preferably in a corporate or multinational environment. Fluent in English (spoken and written); excellent command of French or Chinese is highly desirable. Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Ability to manage confidential information with discretion and professionalism. Familiarity with the Saudi business environment and cultural protocols. Experience supporting C-level executives or board-level communication is preferred.

Manage the Executive Director’s calendar, coordinate appointments, and organize internal and external meetings. Draft, review, and edit correspondence, memos, reports, and presentations in English (and optionally French/Chinese). Act as a liaison between the Executive Director and internal teams, partners, and international contacts. Arrange international and domestic travel, including visa processing, accommodations, and travel itineraries. Handle confidential documents and ensure secure filing and storage systems. Record meeting minutes, follow up on action points, and ensure timely execution. Oversee daily operations of the executive office to ensure efficiency and professionalism. Manage office supplies, procurement, vendor relations, and general administrative logistics. Supervise support staff and delegate administrative tasks as needed. Monitor office budgets and handle petty cash and expense tracking. Ensure compliance with company procedures and Saudi Arabian regulatory requirements. Support onboarding and orientation for new employees in the executive office.