Executive Secretary

About the role

The Executive Secretary will provide high‑level administrative support to SABIL’s senior executives, ensuring smooth communication and efficient office operations. This role requires handling confidential information with discretion, managing complex schedules, and acting as a reliable liaison between the executive office and internal or external stakeholders.

Key responsibilities

• Maintain and optimise the executive’s calendar, schedule appointments, and coordinate meetings.
• Plan and execute VIP events, handling logistics, special requirements, and on‑site arrangements.
• Organise executive site visits, including travel, accommodation, ground transport, and meeting‑room setup.
• Oversee general office administration, monitor supplies, and manage office equipment.
• Provide courteous reception for visitors and stakeholders, fostering a professional atmosphere.
• Prepare expense reports, confidential correspondence, and travel itineraries with high accuracy.
• Act as a gatekeeper to the executive’s time, prioritising requests and ensuring timely follow‑up.
• Research, triage, and route incoming issues, especially those of a sensitive nature.
• Maintain organised, secure executive files and records.

Required profile

• Exceptional attention to detail and accuracy in administrative tasks.
• Strong discretion when handling confidential information.
• Excellent organisational and multitasking abilities.
• Proactive communication skills and the ability to build trust with senior management.
• Ability to prioritize conflicting demands and meet tight deadlines.

Required skills