Secretary

Join Our Team as a Secretary at Abyatona Careers!

We are looking for a dedicated and organized Secretary to join our team in Riyadh. In this full-time, on-site role, you will play a crucial part in ensuring the smooth operation of our office. Your responsibilities will include:

• Managing schedules and appointments
• Handling correspondence effectively
• Organizing meetings and maintaining records
• Coordinating office activities
• Providing administrative support to executives
• Ensuring efficient communication within the team
• Delivering excellent customer service to stakeholders

Qualifications:

• Strong clerical skills, including filing, scheduling, and data entry
• Excellent communication skills, both verbal and written
• Experience in company secretarial work and formal documentation
• Competency in executive assistance, particularly calendar management
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Organizational and multitasking abilities
• Previous experience in a similar role is advantageous
• A high school diploma or equivalent; an associate's degree or higher is a plus

If you are detail-oriented and passionate about administrative excellence, we encourage you to apply!

About us:
At Gathern, we're not just a platform, we're the homegrown Saudi success story that built and leads the alternative hospitality sector across the Kingdom. As the largest peer-to-peer vacation rental marketplace in Saudi Arabia, Gathern enables travelers to explore the country through authentic stays hosted by local residents while directly supporting Saudi Vision 2030 by boosting tourism, empowering communities, and expanding accommodation supply.

Backed by our SAR 270 million Series B funding round led by Sanabil Investments (PIF-owned) and valuing Gathern at over SAR 1 billion! We're entering an exciting new chapter of growth, innovation, and regional expansion as we prepare for a future Tadawul listing.

With 5M+ users, guests from 150+ nationalities, a network of 72,000+ hospitality units, and more than SAR 2 billion paid to 33,000+ Saudi hosts, Gathern stands as one of the fastest-growing tech companies in the Kingdom, holding a 44% national market share and 53% in Riyadh! This is your opportunity to join a company that's redefining travel and shaping the future of tourism in Saudi Arabia!

Job Purpose:
Ensure the smooth, compliant, and efficient operation of the Board of Directors and its committees. Act as the primary point of coordination between the Board, Executive Leadership, and shareholders, while maintaining the integrity of corporate governance practices, documentation, and decision-making processes.

Key Responsibilities:

• Board Administration: Plan, schedule, and coordinate all Board and committee meetings.
• Agenda & Materials: Prepare, review, and distribute meeting agendas and materials.
• Minutes & Resolutions: Record accurate minutes and maintain action logs.
• Governance Compliance: Ensure adherence to CMA rules and internal governance frameworks.
• Disclosure & Records: Oversee secure archiving of board documents.
• Shareholder Relations: Coordinate General Assembly meetings and manage voting processes.
• Director Support: Facilitate onboarding and training of Board members.
• Annual Calendar & Reports: Maintain Board calendar and governance reports.
• Legal Liaison: Work with Legal for proper filings and regulatory submissions.

Requirements:

• Bachelor's degree in Law, Business, Governance, or related field (Master's preferred).
• 4+ years of experience in corporate governance and Board Secretary role.
• Prior work with boards and C-level stakeholders in Saudi Arabia.
• Strong regulatory and legal awareness.

Company Description:
Bio Investments Ltd. focuses on building local capabilities in vaccines, biologics, and diagnostic testing. The company aims to support national health security, strengthen local manufacturing, and contribute to long term sustainability within Saudi Arabia’s life sciences ecosystem.

Role Description:
This is a full-time, on-site position in Riyadh for an Administrative Secretary. The role includes providing daily administrative support, managing schedules, organizing meetings, maintaining records, and handling clerical tasks. It also involves acting as a point of contact for internal and external stakeholders, supporting operational activities, and ensuring smooth communication and efficient office workflow.

Key Responsibilities:

• Attend meetings and record minutes accurately
• Prepare professional PowerPoint presentations and Word documents
• Organize and coordinate meetings and follow up on action items
• Follow up on post meeting action items and ensure timely completion
• Track tasks and deadlines using project management tools such as Asana and Wrike
• Coordinate with relevant teams to ensure timely execution of assigned tasks
• Prepare weekly progress reports summarizing completed and pending work
• Manage schedules and appointments
• Maintain organized filing systems and documentation
• Prepare agendas, meeting materials, and supporting documents
• Serve as a primary point of contact for internal and external stakeholders
• Prepare reports, summaries, and structured documents to support decision making
• Handle sensitive and confidential information with professionalism
• Provide administrative support as needed

Qualifications:

• Excellent English communication skills, written and spoken
• Strong clerical and documentation skills
• Proficiency in Microsoft Office Word Excel PowerPoint Outlook
• Strong organizational and multitasking abilities
• Experience in scheduling and meeting coordination
• Ability to prepare reports and structured documents
• High attention to detail and strong follow up skills
• Ability to manage multiple priorities under pressure
• Experience using project management tools Asana and Wrike is a plus
• Previous experience in a similar administrative role is preferred
• Familiarity with multicultural and international environments is an advantage