Executive Secretary to MDA & CAO

Objective:

The Executive Secretary to the Managing Director – Automotive & Chief Administration Officer provides high-level executive, administrative, organizational, and operational support to ensure the efficient functioning of the MDA and CAO offices. The role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities, confidential matters, and time-sensitive requirements in a fast-paced executive environment.

Key Responsibilities:

1
- Executive Support & Office Management:

• Provide comprehensive executive and administrative support to the MDA and CAO, ensuring the effective management of their day-to-day priorities and requirements.
• Manage the MDA and CAO calendars, appointments, meetings, commitments, and travel arrangements, ensuring priorities and deadlines are effectively coordinated.
• Manage incoming emails, phone calls, correspondence, and requests, ensuring timely responses, appropriate follow-up, and escalation of critical matters to the MDA or CAO.
• Prepare management reports, dashboards, business presentations, and other information required for executive meetings review.
• Coordinate executive visits, VIP meetings, protocol arrangements, corporate hospitality for high-profile guests.
• Coordinate domestic and international business trips arrangements, including flights, accommodation, transportation, travel documents, itineraries, and other related requirements.
• Maintain confidential files, records, documents, contacts, and sensitive information with the highest level of discretion and confidentiality.
• Monitor key business priorities, commitments, and proactively alerting the MDA and CAO to critical deadlines, risks and outstanding actions.

2
- Meeting & Communication Management:

• Coordinate internal and external meetings, including scheduling, agendas, logistics, meeting materials, and required documentation.
• Attend executive meetings, prepare accurate MOM, track action items & maintain appropriate records.
• Handle highly confidential correspondence, documents, and executive communications with professionalism, integrity, and strict confidentiality.
• Support the planning, coordination, and administration of Board and Executive Committee meetings, including agendas, meeting materials, minutes, action tracking, and follow-up.

3
- Corporate Governance & Compliance:

• Ensure executive documentation, records, and correspondence comply with company policies, governance requirements, confidentiality and record retention standards.
• Maintain appropriate filing and document-control systems for executive records, ensuring accurate, secure, and timely retrieval of information.
• Support the preparation and coordination of documentation required for Board, Executive Committee, management, governance, and other formal meetings.

Educational

Qualifications:

• Bachelor’s degree / Diploma in Business Administration, Management, Secretarial Studies, or a related field.

Recommended

Experience:

• 5–8 years of experience as an Executive Secretary, Executive Assistant, or similar role supporting C-level executives, Managing Directors, CEOs, or senior leadership.
• Proven experience managing confidential executive matters, complex schedules, meetings, travel arrangements, and executive correspondence.
• Experience in a corporate or multinational environment is preferred.

Skills and

Competencies:

• Excellent organizational, planning, coordination, and time management skills.
• Strong communication skills, with excellent business writing & correspondence capabilities.
• High level of professionalism, integrity, discretion, and confidentiality.
• Ability to manage multiple priorities, work under pressure, and meet tight deadlines.
• Strong interpersonal, stakeholder management, and relationship-building skills.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong capability in preparing reports, presentations, MOM, and executive correspondence.
• Experience with virtual meeting platforms, electronic filing, and document management systems.
• Excellent attention to detail, accuracy and proactive approach to anticipating executive requirements.

Job Remarks:

• Preferred Language:
  Arabic, English
• Job Country :
  Kuwait
• Duty Shift / Timings :
  One Shift / 07:00 AM - 03:00 PM