We are seeking a highly organized, proactive, and detail-oriented Executive Secretary to provide comprehensive administrative and executive support to senior management in a fast-paced construction environment. The successful candidate will play a critical role in managing executive operations, coordinating project documentation, facilitating communication, and ensuring the smooth execution of daily business activities.
Key Responsibilities Provide high-level administrative and secretarial support to the Executive Management team. Manage executive calendars, meetings, appointments, travel arrangements, and business itineraries. Prepare professional correspondence, reports, presentations, meeting agendas, and minutes. Coordinate with clients, consultants, subcontractors, suppliers, and internal departments. Maintain confidential records and handle sensitive information with the highest level of discretion. Organize and maintain project documentation, contracts, technical submittals, and correspondence. Monitor incoming and outgoing communications, ensuring timely follow-up and action. Assist in preparing tender documents, commercial proposals, and executive presentations. Track management action items and ensure timely completion of assigned tasks. Coordinate executive meetings, workshops, and project review sessions. Manage filing systems (both electronic and physical) in accordance with company procedures. Support procurement, HR, finance, and project teams with administrative coordination when required. Ensure compliance with company policies and document control procedures. Liaise with government entities and external stakeholders whenever necessary. Perform additional executive support duties as assigned by senior management. Qualifications Bachelor's degree in Business Administration, Management, English, or a related discipline. Minimum 5–8 years of experience as an Executive Secretary, Executive Assistant, or Senior Administrative Professional, preferably within the construction, engineering, EPC, infrastructure, or contracting industry. Excellent command of English (written and spoken); Arabic is a strong advantage. Advanced proficiency in Microsoft Office (Word, Excel, Power Point, Outlook). Experience with document management systems such as Share Point, Aconex, Procore, or similar platforms is preferred. Strong knowledge of office administration and executive support best practices. Required Competencies Outstanding organizational and time-management skills. Exceptional written and verbal communication abilities. Professional business etiquette and executive-level communication. Strong attention to detail and accuracy. Ability to prioritize multiple tasks under tight deadlines. High level of integrity, confidentiality, and professionalism. Excellent interpersonal and stakeholder management skills. Strong problem-solving and decision-making capabilities. Ability to work independently and within cross-functional teams. Adaptability in a dynamic, fast-paced construction environment. Preferred Experience Experience supporting C-level executives, Managing Directors, or General Managers. Familiarity with construction contracts, project documentation, and tender processes. Knowledge of Saudi Arabian business practices and government procedures is an advantage. Experience working in large-scale construction or infrastructure projects