Overview
Executive Secretary to the CEO Jobs in Al Khobar, Eastern, Saudi Arabia at Ahmed Almousa Holding
Title: Executive Secretary to the CEO
Company: Ahmed Almousa Holding
Location: Al Khobar, Eastern, Saudi Arabia
1. Role Overview
The Executive Secretary to the CEO serves as the primary support layer for one of the most senior leaders in the Ahmed Al-Mousa Holding group. This is not a standard administrative role. The Executive Secretary acts as an operational extension of the CEO — managing time, filtering information, coordinating decisions, and ensuring that the CEO's attention is always directed toward the highest-value activities. The ideal candidate is highly discreet, proactively anticipates needs before they are expressed, and can manage competing priorities with calm efficiency. They will be the first point of contact for internal teams, external partners, and personal matters alike.
2. Key Responsibilities
A. Calendar & Schedule Management
• Full calendar ownership: Manage, prioritize, and guard the CEO's schedule across all commitments — business, personal, and social
• Conflict resolution: Proactively identify scheduling conflicts and resolve them without escalation when possible
• Meeting preparation: Prepare agendas, briefing notes, and background materials before every meeting so the CEO arrives fully informed
• Follow-up tracking: Capture action items from meetings and track completion by all responsible parties
• Time protection: Ensure the CEO has adequate time for focused work, preparation, and rest — not just back-to-back meetings
B. Communications & Correspondence
• Inbox management: Monitor, filter, and triage the CEO's email and phone communications; draft professional responses on his behalf when appropriate
• Gatekeeper function: Screen all meeting requests, calls, and walk-ins — ensuring only high-priority interactions reach the CEO
• Internal liaison: Relay instructions, priorities, and decisions between the CEO and internal departments, managers, and teams
• External liaison: Handle communication with business partners, clients, government entities, and advisors with professionalism and discretion
• Document drafting: Compose and proof letters, memos, and official correspondence in both Arabic and English
C. Travel Coordination
• End-to-end travel management: Arrange flights, hotels, ground transportation, and visas for all business and personal travel — domestic and international
• Itinerary preparation: Build detailed travel itineraries including meeting schedules, venue details, contact information, and contingency options
• Travel preference mastery: Learn and apply the CEO's preferences for airlines, seating, accommodation standards, and service level — no briefing needed each time
• On-the-ground support: Handle real-time adjustments during travel when plans change
D. Information & Document Management
• Filing and organization: Maintain a clean, structured system for all physical and digital documents, contracts, and records related to the CEO's office
• Confidential document handling: Manage sensitive business, legal, and personal documents with strict confidentiality and appropriate security protocols
• Research and briefings: Conduct research on people, companies, and topics as requested; deliver structured, decision-ready summaries
• Meeting pack preparation: Compile board packs, presentation materials, and reference documents for high-level meetings
E. Stakeholder & Relationship Management
• VIP relationship tracking: Maintain a database of key contacts — clients, partners, officials, advisors — with notes on context, history, and preferences
• Gift and event coordination: Manage the CEO's personal and professional gift-giving, event invitations, and ceremonial commitments
• Board and executive coordination: Coordinate with the assistants and offices of other executives, board members, and external partners
• Government and official liaison: Support interaction with government ministries, Saudi Council of Engineers, Etimad, and other official bodies when needed
F. Personal & Administrative Tasks
• Personal errands and coordination: Handle personal requests — appointments, reservations, purchases, and family-related scheduling as directed
• Expense management: Prepare and submit expense reports; track reimbursements and petty cash related to the CEO's office
• Office supplies and logistics: Ensure the CEO's office is always supplied, organized, and operationally ready
• Event planning: Coordinate internal events, VIP visits, iftar gatherings, and hosted meetings at the CEO's office or external venues
G. Special Projects & Strategic Support
• Project tracking: Track progress on key initiatives the CEO is personally involved in; flag delays and ensure follow-through
• Decision support: Gather data, prepare comparison summaries, and structure information to support the CEO's decision-making
• Confidential assignments: Execute sensitive tasks that require the highest level of discretion and judgment
3. Required Skills & Competencies
Core Competencies:
• Exceptional organizational skills — able to manage multiple priorities simultaneously without losing anything
• Proactive mindset — anticipates needs rather than waiting to be asked
• Discretion and confidentiality — trusted with sensitive personal, legal, and business information
• High emotional intelligence — reads situations accurately; knows when to speak and when to stay silent
• Professional communication — represents the CEO with confidence and polish in all interactions
• Composure under pressure — stays calm, solutions-focused, and effective when priorities shift rapidly
• Attention to detail — catches errors before they become problems
Technical Skills:
• Microsoft Office (Word, Excel, PowerPoint, Outlook) — professional level
• Calendar and scheduling tools (Outlook Calendar, Google Calendar, or equivalent)
• Travel booking platforms and corporate travel management
• Document management and filing systems
• Arabic and English — professional written and spoken proficiency in both is required
4. Qualifications & Background
• 3–7 years of experience as a Executive Secretary, Executive Secretary, or Executive Assistant reporting to a senior executive or business owner
• Bachelor's degree in Business Administration, Management, or a related field — preferred
• Experience in a holding company, real estate, engineering, or professional services environment is a strong advantage
• Proven track record supporting a single senior executive — not a shared or team-support role
• Experience managing travel across KSA and internationally, including business trips and government related travel
• Saudi National preferred — familiarity with the Eastern Province business environment is an advantage
5. Personal Attributes — Who We Are Looking For
- You guard information absolutely — you never discuss the CEO's business, calendar, or personal matters outside the office
• You present yourself professionally at all times — you are often the first impression of the CEO's office
• You solve problems quietly — you bring the CEO solutions, not questions, whenever possible
• You adapt instantly — when the day changes entirely, you reorganize without drama
• You are culturally aware and locally knowledgeable — understanding of Saudi business norms and etiquette is essential
