Executive Secretary

SEA Ventures

Role Description

This is a full-time on-site role for an Executive Secretary, located in Riyadh. The Executive Secretary will be responsible for managing clerical tasks, providing executive administrative assistance, handling communication, and performing company secretarial duties. They will also be required to deliver excellent customer service in their day-to-day activities.

Responsibility:

• Reporting to CEO / senior management and performing secretarial and administrative duties.
• Preparing, editing, and managing internal and external correspondence, communication, presentations and other documents on behalf of the CEO.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; initiating telecommunications.
• Manage, coordinate, and arrange professional and personal scheduling for CEO, including agendas, appointments, email, calls, travel arrangements, transportation, accommodation, client management, and any other logistics. In addition to maintaining an events calendar.
• Remind the CEO of important tasks and duties, (prepare day to day to do list).
• Represents the executive by attending meetings in the executive's absence; speaking for the executive.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Record, transcribe, take notes, and distribute minutes of meetings.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff; following up on results.
• Conduct research, collect and analyse data to prepare reports and documents for the CEO.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintain availability of CEO office supplies by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Typing, formatting, and editing reports, documents, and presentations.
• Entering data, maintaining databases, and keeping records.

• Maintaining the current filing and database system, and looking for ways to improve current systems.

Additional:

• Observing best business practices and etiquette.
• Act as the point of contact among other internal and external parties.
• Additional may be given as needed and when needed.

Other:

• Flexibility to accommodate after-hours commitments as needed.
• Willingness to work on weekends when necessary.
• Flexibility to travel as needed.