Male Executive Secretary

Job Description Roles & Responsibilities Objectives : Provide advanced executive support by managing office workflow, executive correspondence, meetings, records, action tracking and cross-functional coordination. The role ensures priorities are organised, decisions are accurately documented, and follow-up is timely, controlled and confidential. Key Accountabilities Executive Office and Correspondence Manage the executive’s daily office workflow, diary, meetings, deadlines and priority list. Assess incoming matters by urgency, impact and completeness; identify what requires immediate attention, follow-up or further information. Draft, review and track professional correspondence in Arabic and English, including unanswered and pending items. Prepare concise briefs on open matters, decisions and approvals required. Meetings and Action Tracking Meetings and Action Tracking Coordinate meetings, agendas, attendance and meeting packs. Prepare accurate minutes recording decisions, actions, owners and target dates. Maintain the central action tracker, obtain supporting evidence and verify completion requirements before closure. Provide early warning and timely escalation where delay, missing information or execution risk may affect agreed outcomes. Governance and Institutional Improvement Support Follow up committee decisions and approved directives. Support policies, procedures, forms, registers and institutional improvement plans. Coordinate updates to the delegation-of-authority matrix when assigned, without independent amendment or approval. Coordinate document and information requests and maintain clear received / outstanding status records. Documents, Reporting and Stakeholder Coordination Maintain secure, retrievable electronic and physical records with controlled naming, referencing and version status. Protect originals and approved final versions; prevent unapproved drafts from being used for official purposes. Prepare executive summaries, status reports, presentations and concise management trackers. Coordinate professionally across functions and external parties while accurately recording information exchanged and matters requiring specialist review. Documents, Reporting and Stakeholder Coordination Maintain secure, retrievable electronic and physical records with controlled naming, referencing and version status. Protect originals and approved final versions; prevent unapproved drafts from being used for official purposes. Prepare executive summaries, status reports, presentations and concise management trackers. Coordinate professionally across functions and external parties while accurately recording information exchanged and matters requiring specialist review. Eligibility for Senior Executive Assistant Bachelor’s degree in administration, law, finance, accounting or a related field; a relevant diploma may be considered with strong experience. At least five years’ relevant experience, including three years supporting a senior executive or senior management office. Excellent Arabic and advanced professional English, with proven business-writing ability in both languages. Demonstrated experience in executive correspondence, meeting minutes, action tracking and confidential records. Experience in a CEO / Chairperson office, holding company, investment group, legal or consulting firm, or audit environment. Training in executive support, governance, project coordination, records management or business writing. ICDL, Microsoft Office Specialist or equivalent certification; practical competence remains mandatory. Advanced practical use of Microsoft 365, PDF tools and document / records-management systems. Responsible use of approved AI tools for summarisation and drafting, without uploading confidential information to unapproved platforms. Executive presence, business writing, stakeholder management, professional judgement and critical thinking. Strong prioritisation, accuracy, discretion, resilience and follow-through without exceeding authority. Work Location: In person Desired Candidate Profile Bachelor’s degree in administration, law, finance, accounting or a related field; a relevant diploma may be considered with strong experience. At least five years’ relevant experience, including three years supporting a senior executive or senior management office. Excellent Arabic and advanced professional English, with proven business-writing ability in both languages. Demonstrated experience in executive correspondence, meeting minutes, action tracking and confidential records. Experience in a CEO / Chairperson office, holding company, investment group, legal or consulting firm, or audit environment. Training in executive support, governance, project coordination, records management or business writing. ICDL, Microsoft Office Specialist or equivalent certification; practical competence remains mandatory. Advanced practical use of Microsoft 365, PDF tools and document / records-management systems. Responsible use of approved AI tools for summarisation and drafting, without uploading confidential information to unapproved platforms. Executive presence, business writing, stakeholder management, professional judgement and critical thinking. Strong prioritisation, accuracy, discretion, resilience and follow-through without exceeding authority. Arabic & English (Required) Employment Type Full Time Company Industry Oil & GasPetroleum Department / Functional Area Administration Keywords Executive CoordinatorOffice ManagerPersonal Assistant Get real-time job updates only on our App