Senior Secretary - Executive Support

Senior Secretary
- Executive Support

Role:
Senior Secretary
- Executive Support

Location:

Tabuk, Saudi Arabia
Industry: Construction
Function:
Secretary-Executive Assistant

Experience:

Minimum 10 years
Job Type: Full-time

Country:
Saudi Arabia
City:
Tabuk
Industry: Construction
Function:
Secretary-Executive Assistant
Salary: 0 (estimated, confirm with employer)
Gender: Any
Candidate Nationality:
Any
Job Type: Full-time

The Senior Secretary will support project executives and department heads by coordinating administrative workflows, protecting confidential information, and ensuring that meetings, correspondence, travel, records, and office activities are handled accurately and efficiently. The position serves as a central communication point between leadership, engineering teams, contractors, clients, and external stakeholders. Strong judgment, discretion, organization, and the ability to manage competing priorities are essential to maintaining smooth project operations.

• Manage complex executive calendars, appointments, meetings, deadlines, and priority commitments.
• Coordinate high-level stakeholder meetings involving project directors, client representatives, consultants, contractors, and government entities.
• Arrange domestic and international travel, accommodation, transportation, itineraries, and supporting documentation.
• Prepare meeting agendas, presentation materials, briefing notes, attendance records, and follow up schedules.
• Record, draft, format, and distribute accurate meeting minutes and action lists.
• Independently compose professional correspondence, memoranda, reports, letters, and executive communications.
• Format technical reports, project presentations, spreadsheets, and management documents according to corporate standards.
• Maintain confidential electronic and physical filing systems for correspondence, reports, approvals, and project records.
• Ensure that sensitive documents are stored, shared, and retrieved in accordance with information security requirements.
• Screen incoming calls, emails, visitors, and requests before directing them to the appropriate executive or department.
• Welcome senior clients, external stakeholders, and official visitors in a professional manner.
• Act as a reliable liaison between project leadership and multidisciplinary engineering, commercial, construction, and administrative teams.
• Track executive actions, meeting commitments, pending approvals, correspondence deadlines, and departmental deliverables.
• Coordinate office administration, stationery, equipment, supplies, access requests, and routine procurement activities.
• Support onboarding, meeting room arrangements, visitor access, and other operational requirements.
• Use Aconex, SharePoint, or similar document management systems to organize and retrieve project information.
• Maintain contact lists, distribution groups, organizational charts, and confidential leadership records.
• Provide guidance and practical support to junior secretarial, administrative, and clerical staff.
• Handle sensitive business, personnel, contractual, and project information with strict confidentiality.
• Adapt quickly to urgent requests, changing schedules, and high pressure project priorities.

• High School Diploma or equivalent qualification.
• Associate's or Bachelor's degree in Business Administration or a related field is preferred.
• Minimum 10 years of progressive secretarial, executive support, or administrative experience.
• Demonstrated experience supporting senior management on major infrastructure, engineering, or construction projects.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Practical experience using Aconex, SharePoint, or comparable document management systems.
• Strong ability to draft clear and professional correspondence without close supervision.
• Excellent written and verbal English communication skills.
• Strong calendar management, meeting coordination, travel planning, and document preparation capability.
• Exceptional organization, accuracy, attention to detail, and follow through.
• Ability to manage multiple priorities while meeting demanding deadlines.
• Proven discretion when handling confidential executive and project information.
• Confidence interacting with senior executives, clients, consultants, and multinational teams.
• Ability to work effectively within a multicultural and fast paced project environment.
• Previous experience on a Saudi Arabian giga project or within the GCC region is advantageous.
• Arabic language proficiency is a valuable additional asset.
• Familiarity with JIRA, Smartsheet, or similar project tracking tools is preferred.

• Executive secretarial support
• Calendar management
• Meeting coordination
• Travel administration
• Executive correspondence
• Minute taking
• Report formatting
• Presentation preparation
• Microsoft Word
• Microsoft Excel
• Microsoft Power Point
• Microsoft Outlook
• Aconex
• Share Point
• JIRA
• Smartsheet
• Document management
• Confidential records
• Information security
• Office…