Executive Secretary - Holding Company

Executive Secretary - Holding Company - Riyadh, Saudi Arabia

About Talent at

Talent at is a Saudi platform specialized in executive, professional, and technical talent acquisition and development. We connect exceptional talent with ambitious organizations to accelerate growth and support Vision 2030. Our focus is on enhancing the capabilities of organizations by providing them with the right talent. Located in Saudi Arabia, Talent at is committed to contributing to the nation's vision for a prosperous and sustainable future.

Role Overview

Our confidential client is seeking an Executive Secretary to the CEO to provide high-trust executive support across a dynamic holding-group environment. The role is responsible for protecting the CEOs time, managing priorities, coordinating executive communications, and ensuring disciplined follow-through across meetings, records, travel, and stakeholder requests. This position requires strong discretion, professional judgment, and the ability to operate with speed and structure in a confidential, high-visibility executive office.

Key Responsibilities

You will manage the day-to-day operating rhythm of the CEO Office and ensure executive priorities, communications, meetings, and administrative workflows are coordinated accurately and professionally.

- CEO Office Support: Manage the CEO calendar, prioritize appointments and requests, protect executive time, prepare daily/weekly schedules, and ensure the - CEO is fully briefed for meetings and key engagements.

- Executive Correspondence: Draft, proofread, format, and coordinate executive letters, memos, responses, and routine communications on behalf of the CEO with a high standard of confidentiality and professionalism.

- Meeting Management: Coordinate executive, board, and committee meetings where applicable, including schedules, agendas, materials, attendance confirmations, meeting logistics, and minutes.

- Action Tracking: Maintain follow-up logs for meetings, approvals, and executive decisions; monitor deadlines and ensure timely closure with relevant stakeholders.

- Stakeholder Coordination: Serve as a coordination point between the CEO and senior internal/external stakeholders, ensuring requests are properly routed, complete, and decision-ready.

- Confidential Records: Maintain secure records of executive correspondence, board materials, confidential files, approvals, and sensitive documents using disciplined filing and access controls.

- Travel & Logistics: Coordinate domestic and international travel, itineraries, accommodations, transport, visas, and meeting schedules, while managing changes with minimal disruption.

- Protocol & Executive Office Administration: Support protocol, hospitality, VIP arrangements, office readiness, and day-to-day administrative control across the CEO Office.

- Office Operations: Coordinate with Administration, IT, Facilities, HR, Finance, and other support functions to ensure smooth execution of CEO Office requirements.

- Continuous Improvement: Improve executive office workflows, templates, service levels, and coordination practices to enhance control, responsiveness, and support quality.

Qualifications

- 3-5 years of experience in Executive Secretary, Executive Assistant, CEO Office, Board Office, or senior executive support roles.

- Proven experience supporting C-level executives in a structured corporate environment; holding company, multi-subsidiary, or family business experience is preferred.

- Strong experience in calendar management, meeting coordination, executive correspondence, minutes writing, and confidential records handling.

- Excellent business writing, organization, prioritization, and follow-up discipline.

- Strong command of Microsoft Office tools, especially Outlook, Word, Excel, and PowerPoint.

- Ability to manage sensitive information with discretion, maturity, and sound judgment.

- Bachelor's degree in Business Administration, Office Management, Communications, Secretarial Studies, or a related field is preferred.

- Strong communication skills in Arabic and English.

Preferred / Nice-to-have

- Experience coordinating board or committee meetings and governance-related documentation.

- Exposure to protocol, VIP handling, and executive travel management.

- Experience in bilingual executive office environments.

- Professional certification in Executive Assistance, Office Administration, or related disciplines.

Success Metrics

- CEO calendar is effectively managed with strong prioritization and fewer avoidable conflicts.

- Meeting packs, agendas, and executive briefs are consistently prepared on time and to a professional standard.

- Minutes and action logs are issued promptly with improved follow-through and closure discipline.

- Stakeholder requests routed through the CEO Office are handled quickly, accurately, and professionally.

- Travel and executive logistics are delivered with minimal disruptions or avoidable errors.

- Confidential files and executive records are maintained securely, accurately, and in a retrievable format.

- Executive correspondence is accurate, timely, and aligned with the required professional standard.

- CEO satisfaction improves through stronger responsiveness, discretion, and quality of support.

Equal Opportunity Statement:

Talent at and our confidential client welcome applications from qualified candidates. Hiring decisions are made based on role requirements, skills, and experience.