Secretary Jobs With No Experience in Saudi Arabia

• Implementing processes and tools to provide system reports.
• Maintaining and updating electronic information systems.
• Ensuring accuracy of documentation.
• Coordinating with departments for missing files.
• Performing regular audits on corporate documents.
• Handling other duties as assigned.

• Implementing processes and tools to provide system reports.
• Maintaining and updating electronic information systems.
• Ensuring accuracy of documentation.
• Coordinating with departments for missing files.
• Performing regular audits on corporate documents.
• Handling other duties as assigned.

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.

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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.

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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.

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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.

We are looking for a Document Controller

 with experience to manage and preserve the company’s documents and official papers. The candidate will be responsible for maintaining the document management system, ensuring compliance with regulatory standards, and updating records to ensure easy access to information when needed.

Tasks and Responsibilities:

• Create, manage, and organize a database of paper and electronic documents to ensure easy access.
• Classify and archive documents according to the approved standards within the organization.
• Periodically update records and documents and ensure compliance with document management policies and procedures.
• Ensure compliance with internal regulations and international standards for document management.
• Handle employee requests regarding document retrieval accurately and promptly.
• Monitor access rights to documents and data and protect them from unauthorized modifications.
• Prepare periodic reports on the status of documents and archiving records.
• Support teams in documenting projects, contracts, technical reports, and other vital documents.
• Assist in audit processes and ensure document compliance with regulatory regulations and quality requirements.
• Keep secure backups of important documents in anticipation of any loss or damage.
• Work on improving and developing document management systems according to the latest technologies.

• 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 memos.
• Coordinating schedules for meeting participants and securing meeting rooms.
• Creating systems for filing and maintaining records.

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

• Advanced Contact Services
• Advanced Visit Scheduling
• Advanced Computer Typing
• Advanced Report Preparation / Monitoring
• Advanced Response to Incoming Calls
• Advanced Visitor Complaint Response

• Arabic - 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