Executive Secretary - VP Office

Job description

Manage the Vice President’s executive office covering all secretarial and administrative needs. Ensure office affairs are handled efficiently, timely, and confidentially to support leadership productivity. Responsibilities include: maintaining the VP’s calendar and scheduling appointments and travel; receiving and screening calls, handling emails, packages, and official correspondence with fluent English; safeguarding confidential documents; preparing presentations and reports, attending high‑level meetings to take minutes and follow up on actions; preparing invoices and financial documents, assisting with timekeeping, and monitoring cost‑effective office supplies; maintaining organized electronic and paper records for easy access.

Requirements

• Degree required, preferably in Business Administration or related field
• Diploma/Certificate in MS Office and ERP systems preferred
• at least 2 years proven experience as Executive Secretary, Executive Assistant, customer‑facing role, or similar administrative capacity
• previous experience with training institutes, colleges, or higher education institutions
• experience in Oil & Gas or EPC companies or GCC region is an advantage
• strong written and spoken English communication skills
• proficiency in MS Office, ERP systems, basic accounting procedures, and office management techniques
• integrity, confidentiality, excellent organization, time management, and problem‑solving skills.

Skills