Office & Admin Jobs in Saudi Arabia

Job Description: Secretary/Executive Assistant

Job Title: Executive Assistant
Department: Executive Department
Direct Supervisor: CEO / Executive Producer

General Job Description:

The Executive Secretary provides administrative and organizational support to the CEO (who also serves as the Executive Producer) to ensure the smooth and efficient operation of daily activities. His responsibilities include sorting and coordinating daily tasks, sorting emails, summarizing reports and documents, preparing discussion points for important meetings, and classifying the company's contracts and documents for easy access. The role also requires the ability to attend shooting locations both within and outside the country, endure long working hours during production periods, and the possibility of traveling to attend various conferences and projects. He must also coordinate and communicate with external parties when needed and represent the CEO in some meetings when necessary.

⸻

Tasks and Responsibilities:
1. Management of daily tasks and overall coordination:
• Prioritizing and sorting the CEO's daily tasks.
• Following up on task execution and sending continuous updates on progress.
• Organizing the schedule to ensure maximum utilization of time.

2. Managing email and correspondence:
• Sorting daily emails, classifying important messages, and handling recurring inquiries on behalf of the CEO.
• Drafting and preparing letters, reports, and presentations.
• Managing internal and external communications to ensure smooth information flow.

3. Prepared meetings and reports:
• Preparing pre-discussion points for important meetings to ensure achieving desired goals.
• Documenting meeting minutes and following up on the implementation of decisions made.
• Summarizing lengthy reports and documents, highlighting key information in clear executive summaries.

4. Document and contract management:
• Classifying company contracts and documents in a way that facilitates access when needed.
• Archiving official documents and protecting them from loss or damage.
• Handling documents and contracts with confidentiality and professionalism.

5. Administrative and logistical support:
• Coordinating travel and bookings for the CEO.
• Supervising office setup and organizing the work environment to ensure comfort and productivity.
• Providing support in organizing events and conferences related to the executive department.

6. Coordination between departments and external parties:
• Acting as a liaison between the CEO and various departments to ensure smooth information flow.
• Coordinating with external parties and communicating with them when needed, and coordinating the CEO's attendance at important meetings and events.
• Representing the CEO in some meetings on their behalf when necessary.

7. Fieldwork and travel:
• The ability to attend shooting locations both within and outside the country and endure long working hours during production periods.
• Travel within and outside the country to attend conferences or filming projects when needed.

⸻

Required Qualifications and Experience:
• Bachelor's degree in any field (not necessarily related).
• At least one year of experience in a similar position.
• Proficiency in Arabic and English in reading, writing, and speaking.
• High communication and negotiation skills and the ability to interact with executive personalities.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and task management software.
• Ability to manage time, prioritize tasks, and work under pressure.
• Confidentiality and professionalism in handling sensitive information and documents.
• Flexibility and readiness to travel and attend shooting locations inside and outside the country as required by projects.

⸻

Read the description carefully
We are looking for a genius administrative assistant!

If you are quick-witted, passionate about planning, and solving problems is as easy for you as drinking coffee, and you believe that continuous development is a way of life, then you belong with us!

We need someone who reads between the lines, analyzes situations before they occur, and works as part of a team like a secret leader! If you approach challenges like a puzzle and see opportunities at every corner, then this job is for you.

Tasks?
• Planning and scheduling everything without drama
• Data analysis and situations with an eagle's eyes
• Improving and developing work methods with creative touches
• Supporting the team and running things smoothly

If you are ready for this adventure, send us your resume and convince us that you are the right person! 🚀

Tasks and Responsibilities:

• Communicate with late-paying customers and collect outstanding amounts

• Negotiate with customers on appropriate payment plans in case of default

• Provide daily reports on collection activities and customer visits

• Ensure customers receive payment notifications and outstanding invoices

• Coordinate with legal teams if legal action is required

• Adhere to the company’s policies and procedures while performing tasks

• Communicate with customers by phone and email to remind them of dues

• Follow up on daily payments and prepare collection reports

• Update customer data and payment records in the company’s systems

• Negotiate with customers about payment schedules and reduce overdue debts

• Work on improving customer relationships to ensure continued engagement

• Coordinate with other departments such as finance and sales regarding customer accounts

Conditions and Skills:

High school diploma at minimum, preferably a diploma or bachelor's degree in accounting or business administration

Experience in collections or customer service is an advantage

Good knowledge of computer usage and debt management software

Ability to work under pressure and meet deadlines

Strong communication and persuasion skills

Required Conditions:

1. Working in the contracting field

2. Preparing contracts

3. Communicating with clients and sales

4. Preparing price quotes

Skills

Familiarity with Microsoft programs such as (Excel, PowerPoint, Word)