Executive Secretary – VP Office

About the role

The Executive Secretary will support the Vice President’s office, ensuring smooth administrative operations, high‑level confidentiality and efficient coordination of daily activities.

Key responsibilities

• Maintain and organise the VP’s calendar, schedule appointments, meetings and travel arrangements.
• Screen incoming calls, manage emails, packages and official correspondence with fluent English communication.
• Prepare presentations, draft reports, take minutes at high‑level meetings and follow up on action items.
• Handle confidential documents with strict security and discretion.
• Prepare invoices, financial documents, assist with time‑keeping and monitor office supplies for cost‑effectiveness.
• Maintain organized electronic and paper records for easy accessibility.

Required profile

• Degree in Business Administration or related field (mandatory).
• Minimum 2 years of experience as an Executive Secretary, Executive Assistant or similar administrative role.
• Experience with training institutes, colleges or higher‑education institutions is required.
• Experience in Oil & Gas, EPC or GCC environments is an advantage.
• Strong written and spoken English communication skills.
• Integrity, confidentiality, excellent organisation, time‑management and problem‑solving abilities.

Required skills

• Proficiency in Microsoft Office suite.
• Experience with ERP systems.
• Basic accounting procedures and office‑management techniques.