We are seeking a highly sophisticated, tech-savvy Management Executive Secretary to directly support our clients Chief Technology Officer (CTO) and interface with the broader C-level executive team. This is not a traditional administrative role. We are seeking a high-caliber professional with 8+ years of C-suite support experience who speaks the language of technology.
As the Management Executive Secretary, you will serve as the trusted partner and primary gatekeeper to the CTO. While the executive leads the technology division, your focus will be on seamless administrative execution, high-level stakeholder management, and calendar optimization. The ideal candidate is a proactive coordinator who thrives in a dynamic corporate office, manages confidentiality with absolute discretion, and keeps the executive office running like clockwork.
Key Responsibilities
- Calendar & Schedule Management: Proactively manage and optimize the CTO’s complex calendar, prioritizing high-stakes meetings, resolving scheduling conflicts, and ensuring smooth daily workflows.
- Executive Gatekeeping: Act as the primary point of contact for the CTO's office. Professionally screen and manage incoming calls, emails, visitors, and correspondence.
- Meeting & Board Coordination: Organize and facilitate C-level and department-wide meetings. Prepare detailed agendas, compile briefing materials, draft accurate meeting minutes, and track action items to completion.
- Travel & Logistics: Plan and coordinate flawless domestic and international travel itineraries, including visa processing, flight/hotel bookings, and ground transportation.
- Document & Presentation Preparation: Draft, edit, and format professional correspondence, memos, reports, and executive-level presentations.
- Liaison & Communication: Serve as a professional bridge for communication between the CTO’s office, internal department heads, global partners, and external vendors.
- Information & File Management: Maintain a highly organized, secure, and confidential digital and physical filing system for all executive-level documentation.
Requirements
- Experience: Strictly 8+ years of dedicated experience as an Executive Secretary or Executive Assistant, with a proven track record of exclusively supporting C-level executives (CEOs, CFOs, CTOs, or Board Members).
- Education: Bachelor’s degree in Business Administration, English, Office Management, or a related field is preferred.
- Language Skills: Boardroom-level fluency in written and spoken English is mandatory. Conversational or professional Arabic is highly advantageous for local coordination.
Key Competencies
- C-Suite Polish & Diplomacy: Exceptional interpersonal and communication skills, with the confidence to interact with high-profile stakeholders and board members.
- Exceptional Organization: A master of prioritization and multitasking who can manage tight deadlines and high-pressure situations with grace.
- Absolute Discretion: Proven ability to handle highly sensitive, proprietary, and confidential corporate information.
- Modern Tool Proficiency: Fully proficient in standard corporate tools (Microsoft Office Suite, Google Workspace, and modern communication platforms).