Executive Assistant

Position Title: Executive Assistant

Location: Jeddah, Saudi Arabia

Job Purpose

The VP KSA Secretary provides high-level administrative and organizational support to the Vice President (VP) for KSA. This role involves managing the VP’s schedule, coordinating appointments and meetings, handling sensitive correspondence, organizing travel, maintaining records, and assisting with a variety of administrative tasks. The Secretary ensures effective coordination and support to the VP, enabling them to focus on strategic leadership and operational objectives.

Key Responsibilities  

• Maintain and manage the VP’s calendar, including scheduling appointments, meetings, and conferences.
• Attend meetings with or on behalf of the VP, document minutes, and ensure timely follow-up on action items.
• Screen and manage phone calls, emails, and correspondence, ensuring professional and timely communication.
• Handle all confidential documents and communications securely and with discretion.
• Coordinate and manage travel arrangements, including ticket bookings, accommodations, and itineraries.
• Prepare reports, presentations, and correspondence as required by the VP.
• Maintain and organize both electronic and paper records for easy access and retrieval.
• Monitor and manage office supplies, liaising with vendors to ensure cost-effective procurement.
• Support in preparing financial documentation, including invoices and expense reports.
• Conduct research, compile data, and create analytical reports or presentations for strategic purposes.

Qualification & Experience

• 3-5 years of experience in a similar role, preferably supporting senior executives in a pharmaceutical or multinational company.
• Bachelor’s degree in Business Administration or a related field.
• Saudi nationals are preferred.

Preferred Skills

• Proven experience as an executive secretary or administrative assistant.
• Proficiency in MS Office Suite and back-office systems, such as ERP.
• Solid understanding of office management and basic accounting procedures.
• Familiarity with technical vocabulary and operations within the pharmaceutical industry.
• Excellent organizational, multitasking, and time-management skills.
• Strong communication and interpersonal skills.
• Integrity and discretion in handling confidential and sensitive information.
• Proficiency in Arabic and English (written and spoken).