Secretary Jobs in Jeddah

We at the Touch of Creativity Factory are looking for an exceptional executive secretary to meet the needs of our administrative team.

Job Description:

The executive secretary is responsible for organizing appointments, preparing memos, and conducting correspondence, in addition to attending meetings and preparing work reports.

Main Duties and Responsibilities:

- Organizing the manager/president's appointments and reminding them of them.

- Handling inquiries and responding to them.

- Delivering mail and correspondence to the manager/president.

- Preparing periodic memos and correspondence with external entities.

- Attending meetings and recording meeting minutes.

- Maintaining documents and files related to the manager/president's work.

- Preparing and presenting work reports.

Qualifications:

- Bachelor's degree in Human Resources, Business Administration, Management Information Systems, Marketing, or Executive Secretarial Studies.

- Preferred certifications: Microsoft Certified Professional, Microsoft Office Specialist, (PHRi), Project Management (PMI), Professional Marketing Management (CMMP).

Skills:

- Advanced document classification.

- Preparing reports and forecasts.

- Writing and presenting routine reports.

• Receiving guests and organizing the meeting schedule.
• Designing administrative messages for different entities.
• Organizing the timeline for conferences and interviews.
• The ability to communicate correctly with others.
• Creativity, a strong memory, and efficiency in data storage and retrieval in a correct and timely manner.
• Acting in a balanced and flexible manner.
• The ability to respond to customer requests.
• The ability to withstand work pressure.
• The ability to quickly comprehend and perform efficiently.

For those who find themselves capable of the mentioned tasks, please send your CV and contact us to schedule an interview via WhatsApp from Sunday to Thursday only, and do not call via WhatsApp: 05********

The job is in a law office in Al-Faisaliah neighborhood.

• Taking notes in shorthand (speed writing).
• Copying correspondence, reports, and minutes of meetings and reviewing them.
• Receiving phone calls from employees and external clients, sorting and directing them.
• Handling incoming and outgoing mail and distributing correspondence.
• Coordinating the schedules of meeting participants and setting meeting times.
• Creating systems for filing and maintaining records.

• Contact Services: Advanced
• Document Management Software: Advanced
• Visit Scheduling: Advanced
• Languages: Arabic (Advanced) and English (Advanced)

• Taking notes in shorthand (speed writing) and copying correspondences and reports.
• Receiving phone calls from employees and external clients and directing them.
• Handling incoming and outgoing mail and distributing postings.
• Coordinating the schedules of meeting participants and securing meeting rooms.
• Establishing systems for filing and maintaining records.

• Bachelor's degree in English Education
• Bachelor's degree in Business Administration

• Advanced Communication Officer Services
• Advanced Visit Scheduling
• Advanced Computer Typing
• Advanced Reporting/Monitoring
• Advanced Answering Incoming Calls
• Advanced Responding to Visitor Complaints

• Arabic - Advanced

• Organizing schedules and appointments: Managing the agenda of the chairman and organizing his appointments, prioritizing meetings and appointments.
• General Secretariat: Receiving phone calls, responding to emails, and forwarding them to the relevant parties.
• Preparing documents and reports: Preparing and organizing reports, documents, and presentations as requested by the manager.
• Coordination with other departments: Coordinating with various departments to ensure the smooth running of operations and ensuring that tasks are completed on time.
• Arranging meetings and events: Organizing internal and external meetings and coordinating company events.
• File management: Organizing files and documents in an orderly manner and ensuring easy access when needed.
• Performing additional tasks: Carrying out other tasks that may be requested by the chairman such as research or coordination with partners or clients.
• Attending exhibitions and conferences inside or outside Saudi Arabia.
• Fluent in both Arabic and English.
• Degree in Business Administration or equivalent.
• Excellent verbal and written communication skills.
• Proficient in official emails and letters.
• Organizational and time management skills.
• Good knowledge of Microsoft Office programs (Word, Excel, PowerPoint).
• Ability to handle sensitive and confidential information.
• Proficiency in Arabic and English.
• Attach graduation certificate and previous experience certificates.
• Send a personal photo upon acceptance of qualifications and experiences.