Motasem Khashoggi Law Firm MKL
We are looking for a fantastic individual to fill in the role of Executive / Personal Secretary to the chairman immediately.
Main responsibilities:
· Reporting directly to the chairman.
· Working with senior management and performing secretarial and administrative duties.
· Typing, formatting, and editing reports, documents, and presentations.
· Entering data, maintaining databases, and keeping records.
· Liaising with internal departments, answering calls, and making travel arrangements.
· Managing internal and external correspondence on behalf of senior management.
· Managing all the chairman’s personal matters .
· Scheduling appointments, maintaining an events calendar, and sending reminders.
· Copying, scanning, and faxing documents, as well as taking notes.
· Preparing facilities for scheduled events and arranging refreshments, if required.
· Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
· Attend meetings and keep minutes
· Receive and screen phone calls and redirect them when appropriate
· Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
· Make travel arrangements for chairman.
· Handle confidential documents ensuring they remain secure
· Prepare invoices or financial statements and provide assistance in bookkeeping
· Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
· Maintain electronic and paper records ensuring information is organized and easily accessible
· Conduct research and prepare presentations or reports as assigned
Qualification:
· Saudi National is required.
· Minimum 3 years experience in similar role.
· Confidentiality.
· Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
· Advanced typing, note-taking, record keeping, and organizational skills.
· Strong interpersonal skills
· Tech-savvy and experience with word processing and email programs
· Active listening and good communication skills
· Proactive approach to problem-solving
· Ability to multitask
· Strong time-management and organization skills
· Professional English Skills
· initiative