Executive Secretary

About the role

Ayla Advanced Facilities Management, part of PAB Group for Investment, is hiring a highly organized and proactive Executive Secretary to provide direct administrative and secretarial support to the CEO. This is a full-time, on-site position in the Marj Al-Hamam, Al-Dhahir area of Amman, behind the Ministry of Foreign Affairs.

Key responsibilities

• Manage the CEO's calendar, appointments, meetings and correspondence, and prepare them in advance.
• Prepare letters, emails, reports, presentations and meeting minutes in Arabic and English.
• Organize meeting agendas and materials, record decisions and follow up on actions and deadlines.
• Track executive instructions and departmental commitments and give regular progress updates.
• Coordinate communication between the CEO, department heads, clients and external stakeholders.
• Arrange business travel, accommodation and itineraries.
• Maintain organized electronic and physical records with strict confidentiality.
• Welcome visitors, coordinate visits and appointments and handle inquiries professionally.
• Prioritize requests, spot scheduling conflicts and flag potential delays.

Required profile

• Diploma or bachelor's degree in Business Administration, Office Management or a related field.
• Experience as an Executive Secretary, Executive Assistant or in a similar role supporting senior leadership.
• Strong written and spoken Arabic and English, with excellent professional correspondence skills.
• Owns a car and can commute reliably to the stated office; residence in Marj Al-Hamam, Al-Dhahir or nearby is preferred.
• Flexibility to work occasionally beyond regular hours after prior coordination.
• Experience in facilities management, consulting or other service-based industries is an advantage.

Required skills

• Microsoft Office (Word, Excel, PowerPoint, Outlook) and calendar and online meeting tools.
• Excellent organization, time management, prioritization and attention to detail.
• Ability to work independently and follow tasks through to completion.

Working hours are Saturday to Thursday, 8:30 AM to 5:00 PM. Applications are submitted by CV through LinkedIn, including area of residence, confirmation of car ownership and reliable commuting, and confirmation of availability for the stated hours.