114 Diary Management jobs in Saudi Arabia

Job Overview :

We are currently seeking a highly organized and detail-oriented Executive Assistant to support our team. The ideal candidate will have excellent communication and organizational skills, as well as the ability to multitask and work in a fast-paced environment. The Executive Assistant will be responsible for managing the day-to-day administrative tasks of the company's executives, as well as providing support to the wider team.

Key Responsibilities :

• Manage and maintain the executives' schedules, including arranging meetings and appointments, and coordinating travel arrangements
• Act as the point of contact between the executives and internal / external stakeholders
• Prepare and edit correspondence, communications, presentations, and other documents
• Conduct research and gather information for various projects and presentations
• Assist with the planning and execution of company events and meetings
• Handle confidential and sensitive information with discretion
• Maintain and update company databases and records
• Attend meetings and take accurate minutes
• Assist with the creation and distribution of company-wide communications
• Perform general office duties such as filing, photocopying, and ordering office supplies

Qualifications :

The Executive Assistant plays a pivotal role in ensuring the smooth operation of the Corporate Management Office. This position requires a highly organized and proactive individual who can manage multiple tasks efficiently while providing high-level administrative support to executives. The ideal candidate will be adept at anticipating the needs of the executives, facilitating communication, and managing schedules to enhance productivity.

Responsibilities:

1. Manage and maintain executives' schedules, including appointments, meetings, and travel arrangements.
2. Prepare and edit correspondence, reports, and presentations to ensure clarity and professionalism.
3. Act as a liaison between executives and internal/external stakeholders, ensuring effective communication.
4. Organize and coordinate meetings, including preparing agendas and taking minutes.
5. Conduct research and compile data for reports and presentations, providing valuable insights to executives.
6. Handle confidential information with discretion and maintain the integrity of sensitive data.
7. Assist in project management tasks, ensuring deadlines are met and objectives are achieved.
8. Implement and maintain office systems and procedures to enhance efficiency.
9. Participate in special projects and initiatives as assigned by executives.

Preferred Candidate:

1. Proven experience as an executive assistant or in a similar administrative role.
2. Exceptional organizational and time-management skills.
3. Strong verbal and written communication abilities.
4. Ability to work independently and prioritize tasks effectively.
5. Proficiency in Microsoft Office Suite and other relevant software.
6. Detail-oriented with a focus on accuracy and quality.
7. Ability to handle multiple tasks and work under pressure.
8. Strong interpersonal skills and the ability to build relationships.
9. Proactive problem-solving skills and adaptability to change.
10. Understanding of corporate governance and office management principles.

Skills

• Excellent communication skills, both verbal and written.
• Strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple priorities and work in a fast-paced environment.
• Strong organizational skills with attention to detail.
• Experience with project management tools and techniques.
• Ability to maintain confidentiality and handle sensitive information.
• Strong interpersonal skills and ability to work collaboratively.
• Proficient in data analysis and report generation.

Act as the primary point of contact between APSG Group, internal teams, and external partners or clients regarding executive-related matters.

Complete tasks assigned by the executive to the functional Directors, Heads, and their teams; follow up on actions and results; organize and maintain the executive's files, documents, invoices, etc.

Manage the executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and making travel and accommodation arrangements.

Coordinate visitors and delegations for the executive (visits, meetings, conferences).

Ensure confidentiality at the workplace.

Take minutes during meetings.

Monitor the Function Management team’s vacation and business trip tracker.

Track the executive's and their direct reports' tasks to ensure timely completion.

Maintain awareness of all work-related matters concerning the executive.

• Education: An associate degree in Business Administration (BA) or a related field, or an equivalent combination of education and experience as an Executive Assistant, Personal Assistant, or similar role.
• Experience: 2 to 4 years as an executive or personal assistant to senior or executive-level managers.
• Extensive experience in a similar role.
• Time management skills.
• Proficiency in spoken and written English.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite.

Infinite pl , is a digital led tech firm driven to become a digital logistics pioneer by harnessing the power of people, data, and platforms. We are enabled through inhouse, external, network, & other investment capabilities which we utilize to orchestrate & build innovative platforms that tackle complex problems within logistics & adjacent sectors.

Infinite pl’s mission is nothing short of a logistics revolution! We're here to enrich the experiences of governments, businesses, and residents around the world through cutting-edge digital solutions. "We're not just players; we're game-changers."

Infinite pl️- where innovation meets logistics, and the journey is Infinitely boundless!

Let's disrupt logistics together and explore infinite opportunities!

Key Responsibilities:

- Calendar Management: Plan, coordinate, and manage complex calendars, including scheduling internal/external meetings, avoiding conflicts, and prioritizing requests.

- Travel Coordination: Arrange and manage business trips, including flights, accommodations, visas, transportation, and detailed itineraries.

- Communication Support: Draft, proofread, and manage professional correspondence in English and Arabic (if applicable).

- Meeting Support: Prepare agendas, take minutes, track action items, and follow up to ensure completion.

- Document & File Management: Organize and maintain digital and physical records for easy retrieval.

- Task Prioritization: Anticipate needs, identify priorities, and ensure deadlines are met.

- Confidentiality: Handle sensitive information with the highest level of discretion.

Qualifications:

- Bachelor’s degree in Business Administration or related field (preferred).

- Proven experience as an Executive Assistant or similar role (minimum 3–5 years).

- Excellent written and verbal communication skills in English (Arabic is a plus).

- Strong organizational and multitasking abilities.

- Proficiency in Microsoft Office Suite and other productivity tools.

- High level of professionalism, discretion, and reliability.

Preferred Skills:

- Experience supporting C-level executives.

- Ability to work under pressure and adapt to changing priorities.

- Strong interpersonal skills and a service-oriented mindset.

Our client is a globally recognised real estate firm specialising in commercial real estate services. Their global offices are leaders in their local markets and work in unison to provide clients with exceptional solutions to their commercial real estate needs. They have more than 300 offices located in primary an secondary markets throughout the world, ready to build the future of real estate.

About the role

We are seeking a highly organized and proactive ExecutiveAssistant to support the team
in various administrative and operational tasks. This role will be pivotal in ensuring the smooth
setup and daily operations of the company, contributing to its success from the ground up.

Responsibilities

• Manage the setup of the new office, ensuring the procurement of office supplies, furniture,
  and technology infrastructure
• Create, manage, and organize essential business documents such as contracts, leases,
  agreements, and company policies
• Assist in obtaining necessary business licenses and permits while ensuring full compliance
  with local regulations
• Serve as the main point of contact for clients, vendors, and service providers; maintain
  contracts and communication to ensure smooth relationships
• Assist in researching the local real estate market, compiling data, and preparing reports to
  support management in making strategic decisions
• Coordinate and manage schedules for senior management, arranging internal and external
  meetings
• Assist in managing accounts, tracking expenditures, preparing invoices, and supporting
  financial planning processes
• Aid in recruitment processes, schedule interviews, maintain employee records, and assist in
  onboarding new team members
• Collaborate with IT vendors to install necessary software and hardware, including CRM and
  communication platforms
• Write and format client and investor proposals, ensuring they align with the companys
  strategic goals and present a compelling business case.

Qualifications

• Bachelors degree in Business Administration, Real Estate, or a related field
• 4+ years of experience in an administrative, operations, or office management role
  (experience in real estate is a plus)
• Strong organizational skills with attention to detail
• Excellent communication skills (both written and verbal)
• Proficiency in MS Office (Word, Excel, PowerPoint)
• Experience with proposal writing and presentation preparation is preferred
• Ability to multitask and manage multiple priorities in a fast-paced environment
• Problem-solving mindset with a proactive approach
• Fluent in English; knowledge of Arabic is a plus.

What We Offer

• Competitive salary and benefits
• An opportunity to grow within a dynamic and expanding real estate services company
• Involvement in the establishment of a new office and opportunity to contribute significantly to the companys success
• A collaborative and innovative work environment.

Job Description

Roles & Responsibilities

Reports to the Managing Director and administratively to the Business Administration Manager.

Overall Job Purpose

The Executive Assistant to the Managing Director of Area Saudi Arabia is an experienced, organized, detail-oriented, self-starter with a great attitude. You are the right-hand to the Managing Director, managing and supporting the daily workflow to increase the effectiveness and efficiency of the office. You are enthusiastic, flexible, well-organized, and a team player with strong interpersonal, oral, and written communication skills. You thrive in a fast-paced, ever-changing environment with the ability to switch priorities in a given moment, while maintaining grace under pressure.

Responsibilities

1. Executive Support
2. Serves as a trusted partner, maintaining confidentiality and professionalism in all situations.
3. Effective calendar management - coordinates internal and external meetings, including but not limited to team meetings, full staff meetings, off-site meetings, one-on-one meetings, etc.
4. First point of contact for internal and external stakeholders. This includes screening calls and emails, drafting responses, and ensuring timely and professional communication on behalf of the Managing Director.
5. Prepares reports, presentations, and briefing materials on various performance indicators before the MD's meetings and trips.
6. Arranges MD's travel and logistics, including flights, visa requirements, hotel accommodation, transport, meeting schedules while travelling, and completes expenses.
7. Organizes internal & external meetings, ensuring all requirements are met, e.g., meeting venue, equipment, presentations, and preparing agendas.
8. Provides secretarial support for meetings as & when required, including distributing agendas, attending the meetings, writing & distributing the meeting minutes, and following up on action points.
9. Coordinates initiatives and communication with senior internal and external stakeholders.
10. Supports MD in external commitments.

Administration

1. Responsible for office administration matters.
2. Arranges travel and hotel accommodation.
3. Arranges packages and other deliveries, greeting and signing in visitors/guests.

Qualifications

• Education: Bachelor's degree
• Experience of 5+ years as an Executive Assistant, PA, or similar role. Alternatively, 3+ years in a commercial role in Shipping or Logistics seeking the next level of exposure.
• Fluency in English (written and spoken) is required.
• Advanced skills in PowerPoint and Excel.

Soft Skills

• High organizational and time management skills: managing multiple tasks simultaneously, prioritizing effectively, and meeting deadlines.
• Excellent communication skills (written and verbal): clear, concise, and professional communication.
• Strong interpersonal skills and relationship-building abilities with internal & external stakeholders.
• Proactive and problem-solving abilities: anticipating needs, identifying issues, and taking initiative.
• Attention to detail and accuracy in all documents and communications.
• Confidentiality and trustworthiness in handling sensitive information.
• Adaptability and flexibility to changing priorities and unexpected situations.

Company Industry

• Shipping

Department / Functional Area

• Secretary
• Front Office
• Personal Assistant (PA)

Keywords

• Executive Assistant

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Executive Assistant

Full Time

• Jeddah, Saudi Arabia
• With Professional Experience
• 5 / 19 / 25

1973356

With a fleet of 287 modern container ships and a vessel capacity of 2.2 million TEU, as well as a container capacity of 3.2 million TEU including one of the world’s largest reefer container fleets, Hapag-Lloyd is a leading liner shipping company. The company employs around 13,500 staff across 400 offices in 139 countries. It has a container capacity of 11.9 million TEU and operates 114 liner services connecting over 600 ports worldwide. In addition, Hapag-Lloyd has stakes in 20 terminals across Europe, Latin America, the US, India, and North Africa, with approximately 2,600 employees in this segment.

Reports to the Managing Director and administratively to the Business Administration Manager.

The Executive Assistant to the Managing Director of Saudi Arabia is an experienced, organized, detail-oriented self-starter with a positive attitude. You will support the MD in managing daily workflows, ensuring effective and efficient office operations. The ideal candidate is enthusiastic, flexible, well-organized, and a team player with strong communication skills, capable of thriving in a fast-paced environment and managing changing priorities gracefully.

1. Executive Support
   • Serve as a trusted partner, maintaining confidentiality and professionalism.
   • Manage the MD’s calendar, coordinating meetings and appointments.
   • Act as the first point of contact for internal and external stakeholders, screening calls and emails, drafting responses, and ensuring timely communication.
   • Prepare reports, presentations, and briefing materials for meetings and trips.
   • Arrange travel logistics, including flights, visas, hotels, transport, and expenses.
   • Organize meetings, including venue arrangements, equipment, and agendas.
   • Provide secretarial support during meetings, including distributing agendas and following up on action points.
   • Coordinate initiatives and communication with stakeholders.
   • Support the MD in external commitments.
2. Administration
   • Handle office administration tasks.
   • Arrange travel and accommodations.
   • Manage deliveries and greet visitors/guests.

• Bachelor’s degree.
• Minimum 5 years’ experience as an Executive Assistant, PA, or similar role; or 3+ years in a commercial shipping or logistics role seeking next-level exposure.
• Fluency in English (spoken and written).
• Advanced skills in PowerPoint and Excel.

• Excellent organizational and time management skills.
• Strong communication skills, both written and verbal.
• Interpersonal skills and ability to build relationships.
• Proactive problem-solving abilities.
• Attention to detail and accuracy.
• Discretion and confidentiality.
• Adaptability and flexibility in changing environments.

Beware of fraudulent recruitment activities. Hapag-Lloyd does not charge fees for recruitment; all official communications will come through our verified channels. Do not respond to suspicious solicitations.

Daifallah Al Ahmari, HR Sr. Manager

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• Managing the day-to-day operations of the office.
• Organizing and maintaining files and records
• Preparing and editing minutes of meetings, correspondence, reports, and presentations.
• Preparing memos in coordination with the management team.
• Drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Completes projects by assigning work to clerical staff; following up on results.
• Prepares reports by collecting and analyzing information.
• Secures information by completing database backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Contributes to team effort by accomplishing related results as needed.
• Coordinating with the Function heads on the various tasks and projects requested of Her / Him.
• Correlating the efforts of the various function divisions to deliver what is required by the Board members or the CEO.
• Assisting Board members and CEO in garnering, organizing and providing relevant information & data with respect to strategic business relationships when needed.
• Assisting board members and CEO in conveying their instructions and recommendations to the relevant functions and staff within the company.
• All other duties as assigned by senior management.
• Must be willing to travel inside & outside Saudi

• Education: Any Graduation
• Language: Must be fluent in English (read & write)
• Experience: 4 -6 years Work experience in admin jobs

Line of Service

Internal Firm Services

Industry/Sector

Not Applicable

Specialism

IFS – Internal Firm Services – Other

Management Level

Senior Associate

Job Description & Summary

A career in Administration and Secretarial Services, within Internal Firm Services, will give you with the opportunity to provide administrative support to PwC employees. You’ll focus on using business software applications to prepare reports, receiving and directing incoming calls or emails to the appropriate parties, arranging business travel, tracking expenses, and coordinating meeting arrangements.

To really stand out and make us fit for the future in a constantly changing world, each and every one of us at PwC needs to be a purpose-led and values-driven leader at every level. To help us achieve this we have the PwC Professional; our global leadership development framework. It gives us a single set of expectations across our lines, geographies and career paths, and provides transparency on the skills we need as individuals to be successful and progress in our careers, now and in the future.

As a Senior Associate, you’ll work as part of a team of problem solvers, helping to solve complex business issues from strategy to execution. PwC Professional skills and responsibilities for this management level include but are not limited to:

• Use feedback and reflection to develop self awareness, personal strengths and address development areas.
• Delegate to others to provide stretch opportunities, coaching them to deliver results.
• Demonstrate critical thinking and the ability to bring order to unstructured problems.
• Use a broad range of tools and techniques to extract insights from current industry or sector trends.
• Review your work and that of others for quality, accuracy and relevance.
• Know how and when to use tools available for a given situation and can explain the reasons for this choice.
• Seek and embrace opportunities which give exposure to different situations, environments and perspectives.
• Use straightforward communication, in a structured way, when influencing and connecting with others.
• Able to read situations and modify behavior to build quality relationships.
• Uphold the firm’s code of ethics and business conduct.

Education (if blank, degree and/or field of study not specified)

Degrees/Field of Study required:

Degrees/Field of Study preferred:

Certifications (if blank, certifications not specified)

Required Skills

Optional Skills

Desired Languages (If blank, desired languages not specified)

Travel Requirements

0%

Available for Work Visa Sponsorship?

No

Government Clearance Required?

No

Job Posting End Date

Tagged as: Internal Firm Services