Executive Secretary – Saudi Arabia 321 views

We are recruiting an Executive Secretary to assist the GM of our client’s business.

Reporting directly to the GM, the Executive Secretary plays a pivotal role in removing barriers & making things happen. From organization and logistics to executive correspondence at a fast-growing startup.

You will provide business administration support to the GM in all aspects of the operation including document preparation and management, scheduling and planning of meetings, timesheet management, expense reporting, correspondence and file management, business development and the overall office management.

An integral part of the Executive Secretary’s role is problem-solving, diary management and recording MoM during business and board meetings.

The Role:

Keeping up to date records and tracking of the Business Development activities.

Maintaining Partner and Principal inboxes, scheduling meetings and managing diaries.

Supporting the GM with account management and client relationship building, including expenses, client invoices/receivables and other financial reports.

Professionally building strong relationships and good rapport with clients.

Provides a bridge for smooth communication between the GM and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff including financial and performance management reports –

Works closely and effectively with the GM to keep him well informed of current and upcoming commitments and responsibilities, following up appropriately.

Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the GM updated.

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the GM, including those of a sensitive or confidential nature.

Determines appropriate course of action, referral, or response. – Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the GM, some of which may have organizational impact including handling conflict management. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, projects communication and other tasks that facilitate the GM’s ability to effectively lead the company.

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Completes a broad variety of administrative tasks for the GM including: managing an extremely active calendar of appointments; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

Plans, coordinates and ensures the GM’s schedule is followed and respected

Communicates directly, and on behalf of the GM, with the management team, stakeholders and others

Skills & Experience:

A Bachelors degree in any discipline with excellent verbal communication skills.

At least 6 years of administrative experience in roles requiring strong organization skills – at least 3 years’ experience as a PA /EA to senior managers /directors heading the sales functional and experience in a startup occupying a similar position servicing C-level management or GM level positions

Demonstrate business acumen and financial awareness.

Proficient knowledge of all Microsoft Office products.

Minimum keyboarding skills of 60wpm.

Experience with proprietary database environments, a plus. • Advanced level and user in Microsoft PowerPoint

Excellent communication skills: verbal, written and listening.

Experience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communications Professional services experience, a plus.

Constantly hones understanding and responsiveness to internal and external client requirements, goals and issues.

Manages most situations in a calm, steady, “can-do” manner.

Demonstrates self-confidence; resilient.

Demonstrates a focus on results over time; resourceful, tenacious.

Outstanding verbal and written communication skills (English and Arabic)

Analytical abilities, detailed oriented and excellent presentation and organization skills

Expert in time management – Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Very strong interpersonal skills and the ability to build relationships with the management team, key stakeholders, external partners and the staff

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response – Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

Forward looking thinker, who actively seeks opportunities and proposes solutions – Flexible with the work timings

To apply: submit your application  on our website or email your CV to bizsupport@terranovashrp.com