Executive Secretary

About the role

The Executive Secretary will support SABIL’s senior executives by providing comprehensive administrative assistance and ensuring smooth communication between the executive office and internal and external stakeholders. This role is pivotal in maintaining efficient office operations, handling confidential information with discretion, and facilitating the flow of information across the organization.

Key responsibilities

• Manage the executive’s calendar, schedule appointments, and coordinate meetings to optimize time management.
• Plan and execute VIP events, handling logistics and special requirements.
• Coordinate executive site visits, including travel arrangements, accommodations, and meeting room setup.
• Oversee general office administration tasks such as supply inventory and equipment management.
• Provide courteous interactions with visitors and stakeholders, fostering a professional atmosphere.
• Prepare expense reports, confidential correspondence, and travel itineraries with high accuracy.
• Act as gatekeeper for the executive’s schedule, prioritizing requests and ensuring effective access.
• Research, prioritize, and follow up on issues addressed to the executive, including confidential matters.
• Maintain organized executive files, records, and documents while ensuring confidentiality.

Required profile

• Demonstrated ability to handle confidential information with discretion.
• Excellent organizational and time‑management skills.
• Strong written and verbal communication abilities.
• Proactive attitude with the capacity to prioritize conflicting demands.

Required skills