Executive Secretary - VP Office
AI Summary
Manages the Vice President’s executive office, handling calendar, correspondence, confidential documents, meetings, and administrative operations to support leadership productivity.
About this role
job Announcement: Executive Secretary - VP Office
Company Overview
A premier contracting organization operating under an established international group founded in 1977. The group provides comprehensive services across General Contracting, Heavy Equipment Rental, Local Staffing & Outsourcing, Overseas Recruitment, Project Support, and Oilfield Supplies.
Job Purpose
To manage the executive office of the Vice President (VP) in terms of overall secretarial and administrative needs. The goal is to ensure that office affairs are handled at the highest level of efficiency, timeliness, and confidentiality to support overall leadership productivity.
Key Duties & Responsibilities
- Executive Calendar & Agenda: Maintain the VP’s calendar, plan appointments, schedule meetings, and coordinate travel arrangements.
- Correspondence & Calls: Receive and screen incoming calls, handle/prioritize emails, packages, and official correspondence with fluent English communication.
- Confidentiality: Handle confidential documents ensuring strict security and discretion.
- Reports & Meetings: Prepare presentations, draft assigned reports, attend high-level meetings to take minutes, and follow up on VP-signed documents and action items.
- Office & Financial Administration: Prepare invoices, financial documents, assist with timekeeping, and monitor cost-effective office supplies.
- Record Keeping: Maintain organized electronic and paper records for easy accessibility.
Requirements
Requirements & Qualifications
- Education: Degree is essential (preferably in Business Administration or a related discipline). Diploma/Certificate in MS Office & ERP systems is preferred.
- Experience:
- At least 2 years of proven experience as an Executive Secretary, Executive Assistant, customer-facing role, or similar administrative capacity.
- Must have previous experience working with Training Institutes / Colleges / Higher Education Institutions.
- Experience within Oil & Gas / EPC companies or GCC region is an advantage.
- Language & Technical Skills:
- Strong written and spoken English communication skills.
- Proficiency in MS Office, ERP systems, basic accounting procedures, and office management techniques.
- Key Competencies: Integrity, confidentiality, excellent organization, time management, and problem-solving skills.
How to Apply
Interested candidates who meet the above criteria are invited to apply through the application link or by submitting their CV to:
📩 cv@taj-hr.com
