Job Summary: Providing comprehensive administrative and organizational support to the Chairman of the Board and executive management; managing office operations as well as the Board of Directors’ and committees’ secretariat functions; and ensuring effective coordination between internal departments and external stakeholders, thereby supporting decision-making and the achievement of the company’s strategic objectives.

Key Responsibilities:
First: Administrative and Executive Support:- Managing the Chairman of the Board’s schedule, organizing appointments and meetings, and ensuring efficient time management. - Managing official mail and correspondence in both Arabic and English. - Receiving visitors and stakeholders and coordinating with them according to directives.- Preparing reports and presentations, and organizing documents and files. - Coordinating with executive directors and various departments. - Supporting special projects and strategic files across the Group’s companies. - Acting as the initial point of contact with external parties on behalf of the Chairman of the Board.
Second: Meetings, Committees, and Board Affairs - Overseeing the preparation and organization of Board of Directors and committee meetings. - Preparing agendas, invitations, memoranda, and meeting files. - Recording meeting minutes accurately and documenting decisions and recommendations. - Following up on the implementation of Board and committee resolutions and submitting periodic reports. - Archiving and maintaining meeting minutes and related documents. - Coordinating with Board members, executive management, and relevant stakeholders. - Supervising the performance of Board Secretariat staff (if any) and identifying their training needs.
Third: Travel and Joint Projects - Coordinating travel arrangements and official missions. - Managing and organizing official meetings and projects that require collaboration between more than one company. - Establishing a paper-based and electronic archiving system for all files, documents, and records related to the Executive Office, ensuring strict confidentiality, secure storage, and ease of retrieval when needed. Performing and complying with any other tasks or responsibilities related to the position or department as assigned by the Department Manager.
Technical Skills: - Preparing and drafting official correspondence - Managing meetings and recording minutes for the Board of Directors and committees - Proficiency in using Microsoft Office applications - Managing the schedules of executive management, committees, and the Board of Directors - Document management and archiving - Preparing reports and presentations
Behavioral Skills: - Time management skills - Problem-solving and decision-making abilities - Effective verbal and written communication skills - Confidentiality - Strong observation skills - Flexibility and the ability to organize priorities
Qualifications and Experience:- Bachelor’s degree or diploma in Business Administration or an equivalent field. - A minimum of 4 years of experience in executive secretarial work or board secretariat functions. - Proven experience in preparing reports, presentations, and executive summaries. - Experience in coordinating with senior management and external parties, and handling sensitive information with a high level of professionalism.