Executive Secretary📣 Job Ad

Join Our Team as an Executive Secretary!
Gasoline Petroleum Services Co is seeking a dedicated Executive Secretary to support our senior management team in Riyadh. This vital role requires strong organizational and administrative skills to ensure smooth operations.

Key Responsibilities:

• Manage and organize the executive schedules.
• Coordinate meetings and special events within the company.
• Prepare and distribute administrative documents and reports.
• Handle phone calls and email correspondence efficiently.
• Assist in budget preparation and financial reporting.
• Provide daily administrative support to various teams.
• Organize travel and accommodation for staff when necessary.
• Update and maintain company databases and information.
• Interact professionally with clients and suppliers.
• Contribute to improving administrative processes within the organization.

Preferred Candidate Qualifications:

• Previous experience in secretarial or administrative roles.
• Strong organizational skills and effective time management.
• Excellent communication skills in Arabic and English.
• Ability to handle sensitive information discreetly.
• Proficient in office computer applications.
• Capable of working under pressure and meeting targets.
• Flexibility in handling multiple tasks.
• Team spirit and ability to collaborate with others.
• Attention to detail and accuracy in work.
• Initiative and responsibility taking are highly valued.

Join Our Team as an Executive Secretary
We are seeking a highly experienced, organized, and dependable Executive Secretary with a minimum of 10 years of proven experience supporting senior leadership teams. This role is ideal for a seasoned professional who excels in managing complex executive schedules while ensuring smooth, high-level administrative operations.

Key Responsibilities:

• Oversee and manage complex executive calendars, including scheduling meetings, appointments, and coordinating international and domestic travel.
• Prepare, proofread, and edit high-level correspondence, executive reports, presentations, and other documentation with accuracy and discretion.
• Plan, organize, and coordinate executive-level meetings, including developing agendas, taking minutes, and tracking follow-up actions.
• Act as a liaison between executives and internal departments, external stakeholders, and high-profile partners.
• Maintain organized filing systems and ensure the confidentiality and security of sensitive information.
• Monitor and manage high-volume email communications and screen incoming calls with professionalism.
• Provide executive support on strategic projects, initiatives, and operational tasks as needed.

Qualifications:

• Minimum of 10 years of experience as an Executive Secretary, Executive Assistant, or in a similar senior administrative role.
• Bachelor’s degree in Business Administration or related field.
• Exceptional organizational, multitasking, and prioritization abilities.
• Excellent verbal and written communication skills with a strong command of business correspondence.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, integrity, and discretion when dealing with confidential matters.
• Proactive and resourceful with the ability to work independently and manage time effectively.

What We Offer:

• An opportunity to contribute to landmark projects in Saudi Arabia.
• A collaborative, professional, and supportive work environment.
• Competitive salary and comprehensive benefits package.
• A strong organizational culture that values and recognizes employee contributions.
• The chance to work with a leadership team that is passionate about excellence and continuous growth.

Who we are
We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.

Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.

Job Description
The Executive Secretary will work as part of a team, supporting fee earners and managing priorities. Key responsibilities include fostering positive relationships with the management team and staff, managing calendars, organizing travel arrangements, ensuring compliance with engagement letters, and providing collaborative support to the legal team.

Key Responsibilities

• Calendar & Meeting Management: Manage schedules and act as the main contact for communication.
• Travel: Organize travel, including bookings and transport.
• Administrative Support: Draft emails, letters, and manage documents.
• Team Support: Assist during absences and provide reception cover.

Exceptional communication skills, organizational abilities, and a proactive work ethic are necessary for success in this role. The ideal candidate should hold a university degree and be fluent in English.

Moreover, this position requires substantial office attendance, with expectations set for a minimum of 80% in-office presence.