Executive secretary Jobs in Dammam

Join Meem Co. for Hotel Management and Operation as an Executive Secretary!
As a key player in our organization, you will provide direct administrative and organizational support to our senior management, ensuring the efficient and professional conduct of daily office operations while maintaining confidentiality of information.

Main Tasks and Responsibilities:

• Correspondence Management:
  • Manage letters and emails, ensuring a timely response or forwarding to the appropriate authorities.
  • Draft official letters, management reports, and internal memos.
• Meeting Coordination:
  • Organize agendas, schedule meetings, and prepare minutes.
  • Ensure all required documents and presentations are available prior to meetings.
• Time and Appointment Management:
  • Organize the Executive Director's agenda and maintain a schedule of appointments.
  • Follow up on commitments and remind management as necessary.
• File Organization:
  • Establish an effective archiving system for both paper and electronic files.
  • Ensure confidentiality and easy retrieval of documents.
• Visitor and Call Service:
  • Welcome visitors and provide appropriate support.
  • Answer and direct phone calls professionally.
• General Administrative Support:
  • Prepare PowerPoint presentations, spreadsheets, and periodic reports.
  • Facilitate communication between senior management and employees.

Job Requirements:

• Educational Qualifications: Diploma or Bachelor's degree in Business Administration or equivalent.
• Experience: At least one year of experience as an Executive Secretary or equivalent.
• Skills:
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office Suite.
  • Ability to manage time effectively and prioritize tasks.
  • Maintain confidentiality of sensitive information.
  • Tactful and professional demeanor in all interactions.

Job opportunity for the position of Executive Secretary
At the company #Consultation_LawFirm - Dammam

Job Responsibilities:

• Manage and organize the schedule of the CEO, including appointments, meetings, and important court sessions.
• Receive phone calls and emails, sort them, direct them, and follow up on responses.
• Prepare meeting minutes, record decisions and recommendations, and follow up on their implementation with the team.
• Follow up on invoices, payment orders, and closing cases in coordination with the finance department.
• Organize travel arrangements, reservations, and external meetings as needed.
• Strictly adhere to confidentiality of information, files, and cases.
• Coordinate case schedules and follow up on important dates (sessions, memos, regulatory tasks) and remind the lawyer and the relevant advisor in advance.
• Organize legal files electronically and update them daily in the company's electronic system.
• Coordinate with clients regarding appointments, requirements, and necessary documents.
• Coordinate and follow up with the procurement department regarding administrative requests, logistics services, and any operational needs specific to the office.
• Coordinate with the human resources department regarding administrative employee matters, attendance and departure, vacations, follow-up on hiring procedures, and contract termination.
• Perform any other administrative tasks assigned by partners or management.

Qualifications:

• Bachelor's degree or suitable diploma (Management, Secretarial, Law, or equivalent).
• High skill in using computers (Microsoft Office).
• Commitment to professional confidentiality and accuracy in work.
• Previous experience in a law firm or legal environment (preferably essential).
• Ability to work under pressure and good organization and time management.
• Proficiency in English both spoken and written.