Executive Secretary

Reef Group is seeking a highly organized, professional, and detail-oriented Executive Secretary to provide high-level administrative and coordination support to senior management.

The role will be responsible for managing executive schedules, coordinating meetings, handling confidential correspondence, preparing reports and presentations, following up on action items, and ensuring smooth day-to-day executive office operations.

The ideal candidate should be proactive, discreet, highly organized, and able to manage multiple priorities in a fast-paced and dynamic environment.

• Manage executive calendars, appointments, meetings, and schedules.
• Coordinate internal and external meetings and ensure all arrangements are completed efficiently.
• Prepare meeting agendas, minutes, reports, presentations, and executive correspondence.
• Follow up on decisions, action items, pending tasks, and management requests.
• Manage incoming and outgoing communications on behalf of senior management.
• Coordinate with internal departments, external parties, clients, and stakeholders.
• Organize travel arrangements, accommodation, transportation, and business itineraries when required.
• Maintain confidential files, records, documents, and executive correspondence.
• Prepare and review official letters, memos, reports, and presentations.
• Ensure timely follow-up on approvals, requests, and management instructions.
• Support senior management with administrative, organizational, and coordination requirements.
• Maintain accurate filing and document control systems.
• Screen and prioritize calls, emails, meeting requests, and correspondence.
• Assist in organizing executive meetings, workshops, events, and business visits.
• Handle confidential and sensitive information with a high level of discretion and professionalism.
• Coordinate with different departments to ensure timely completion of executive requests.
• Support continuous improvement of executive office processes and administrative efficiency.

• Diploma or Bachelor’s degree in Business Administration, Management, Executive Office Management, or a related field.
• 4–8 years of relevant experience as an Executive Secretary, Executive Assistant, or in a similar senior administrative role.
• Strong calendar, meeting, and time-management skills.
• Strong experience preparing professional correspondence, reports, meeting minutes, and presentations.
• Excellent organizational, coordination, and follow-up skills.
• High level of confidentiality, professionalism, and discretion.
• Strong proficiency in Microsoft Office.
• Ability to manage multiple priorities and urgent requests in a fast-paced environment.
• Strong communication and interpersonal skills.
• Excellent Arabic and English communication skills.
• Experience with in a large group, retail organization, or fast-growing company.

Join Reef Group during an exciting stage of continued growth and expansion. As an Executive Secretary, you will play a key role in supporting senior management, ensuring effective coordination, and maintaining smooth and efficient executive office operations.