Executive Secretary📣 Job Ad

Job Purpose:
To provide administrative and organizational support to the Chairman by managing schedules, coordinating meetings, handling confidential correspondence, and ensuring the efficient execution of office operations.

Responsibilities:

• Coordinate and manage the Chairman’s calendar, scheduling appointments, meetings, events, and travel arrangements.
• Organize and prepare for meetings, including creating agendas, compiling relevant documents, taking minutes of meeting, and ensuring follow-up on action items with stakeholders.
• Assist the Chairman in tracking tasks delegated to departments and individuals and monitor their progress and provide status updates to ensure timely completion of tasks.
• Handle incoming and outgoing correspondence on behalf of the Chairman, prioritizing and responding as appropriate.
• Manage confidential correspondence, including emails, letters, and reports.
• Organize travel arrangements, including itineraries, accommodations, and logistics for the Chairman.
• Manage protocol requirements for the Chairman’s engagements and ensure alignment with organizational standards.
• Welcome and assist guests and dignitaries visiting the Chairman.
• Act as a point of contact between the Chairman and internal/external stakeholders.
• Support in developing and improving administrative processes for efficiency.

Qualifications:

• Bachelor’s degree in Business Administration, or a related field.
• Fluency in Arabic and English (mandatory).
• Professional certifications in executive assistance or project management (preferred).
• Ability to prioritize and manage time effectively.
• Excellent written and verbal communication abilities.
• Proficiency in office software (*, Microsoft Office Suite, scheduling tools).
• Minimum of 23 years of experience in an executive assistant role or similar position supporting senior executives.

Join Our Team as an Executive Secretary!
At Ajlan & Bros Holding, we are on the lookout for a highly organized and professional Executive Secretary to play a crucial role in supporting our senior management team. You will ensure the smooth day-to-day operations of our business while maintaining effective communication across the organization.

Key Responsibilities:

• Manage daily correspondence and communications (both internal and external).
• Organize schedules, appointments, meetings, and travel arrangements.
• Prepare reports, presentations, and follow ups on executive decisions.
• Maintain and organize files and documents for easy access.
• Coordinate between departments to ensure smooth workflow.
• Welcome visitors and clients, representing the company professionally.
• Perform additional administrative tasks as assigned by senior management.

Qualifications & Requirements:

• Diploma or Bachelor’s degree in Business Administration or related field.
• Minimum of 2 years of proven experience as an Executive Secretary or in a similar role.
• Excellent verbal and written communication skills in Arabic and English.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills and ability to multitask under pressure.
• High level of confidentiality and professionalism.

Join us in our mission to lead the future and contribute to Saudi Arabia's Vision 2030!

Job Purpose
As the Executive Secretary for the Deputy Managing Director (DMD), you will play a vital role in providing high-level administrative and secretarial support, ensuring smooth communication and efficient workflow within the organization.

Key Accountability Areas

• Administrative Assistance Support: Manage schedule, prepare documents, handle communication.
• Communication Liaison: Act as primary contact for stakeholders and draft correspondence.
• Confidentiality: Handle sensitive information with discretion.
• Meeting Coordination: Schedule meetings, prepare agendas, and follow up on actions.
• Travel Arrangements: Arrange travel accommodations and itineraries.
• Document Preparation: Prepare and organize documents, reports, and presentations, ensuring accuracy and timeliness.
• Task Prioritization: Prioritize tasks effectively to meet DMD's timelines.
• Project Assistance: Assist with special projects and initiatives as assigned by the DMD.

Role Accountability
To excel in this role, candidates should have prior experience supporting senior management, possess strong organizational and communication skills, and proficiency in MS Office software. A Bachelor's degree is preferred, and candidates should demonstrate discretion and integrity with confidential information.

About alfanar
alfanar is a leading Saudi company with an international presence, engaged in manufacturing and trading a diverse portfolio of electrical products and solutions for various sectors, including renewable energy and infrastructure services. At alfanar, we believe in nurturing our employees and providing a proactive work environment to fuel their growth and pride in being part of our team.