Executive Secretary

Hays

Riyadh, Saudi Arabia

Ref: GP222-3020

Job description / Role

Employment: Full Time

Reporting to the Managing Partner of the Riyadh office and the Head of Premises and Administration you will work seamlessly and collaboratively with partners, managers, associates and secretaries in the Riyadh office to assist with the day-to-day business support and overall smooth running of the to deadlines.

Key responsibilities
• To provide secretarial support to the Work Group using FileSite, Microsoft Word, Outlook, PowerPoint, Excel, Intapp open, 3e and Interaction;
• To create and amend documents, correspondence and e-mails to ensure compliance with legal procedures and correct grammatical usage, using File Site document management system and audio dictation and manuscripts to a high degree of accuracy and often to tight deadlines; tracking changes in completed documents using Track Changes;
• Carry out or provide support for conflict of interest searches as needed;
• To open new matters on the system, together with preparation of client files including correspondence, supporting documents etc.;
• To schedule meetings, take phone calls from clients in associates’ absence presenting a professional and courteous image to clients and other outside parties;
• To liaise with members of other departments to follow up on queries from associates, e.g. travel arrangements, billing information, documents sent for translation, filing, etc;
• To arrange travel and accommodation, liaise with our external travel agent to ensure all bookings are made and keep track of itineraries;
• To assist with the monthly billing process, including coordinating the billing guides, narrative amendments and sending invoices to the clients ;
• To provide general administrative assistance – scanning, filing, photocopying, processing expense forms etc.;
• To electronically file e-mails and documents;
• To deal with e-mails during associate’s absence from the office and to take appropriate action;
• Any ad hoc internet research; and
• To update client/contact database on Outlook and InterAction.

Requirements

Competencies and experience required
• Good standard of education; a secretarial qualification is desirable
• EA / Secretarial experience in a professional services or legal environment
• Good communication and interpersonal skills
• Excellent oral and written English, Arabic skills are an advantage
• Excellent Microsoft Office skills in Word, Excel and PowerPoint
• Fast and accurate audio typing and excellent attention to detail
• Be organised and able to work to tight deadlines
• Be able to prioritise, work independently or as part of a team and carry out all duties with total confidentiality.

About the Company

At Hays, we invest in lifelong partnerships that empower people and businesses to succeed. With over 50 years’ success under our belts and a workforce of 10,000+ people across 32 countries, we’ve evolved to put our customers at the heart of everything we do.

So much more than a specialist recruitment business, what really sets us apart is our knowledge through scale, deep understanding and our ability to meaningfully innovate for our customers. By providing advice, insights and expertise on issues you face today in the fast-paced world of work, we help you make the right decisions for tomorrow.

Offering an unrivalled suite of recruitment and workplace solutions, whether you’re looking for what’s next in your career, or have a gap to fill, we’ll help you get where you want to go.

You can rely on us to deliver today and help you plan for tomorrow.

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Executive Secretary salaries in Saudi Arabia

Average monthly compensation
SAR 7,500

Breakdown available for industries, cities and years of experience