Position Location (City) : Jeddah & Riyadh
Jobs Description :
The Executive Assistant provides direct administrative and office management support to the Senior Partner and Managing Director.
He reports to the Administrative Services Coordinator. His performance evaluation is conducted by the Business Manager, with input from the Administrative Services Coordinator, Managing Director, and Senior Partner.
This is a full-time position.
Principal responsibilities
• Provide general secretarial and personal assistant services to the Senior Partner and the Managing Director, including word processing, calendar management, workflow management, and file management, as directed individually by the Senior Partner and the Managing Director.
• Provide general administrative and clerical support to the Board of Directors, as directed by the Senior Partner.
• Refer any problems involving temporary staffing shortages or unusually heavy workload to the Administrative Services Coordinator for resolution.
• Manage the Administrative Services Team in the absence of the Administrative Services Coordinator.
• Perform other administrative, clerical, and management responsibilities as directed by the Administrative Services Coordinator, Business Manager, Managing Director, or Senior Partner.
Required education and experience
A fully-qualified occupant of this position possesses these educational and experience credentials:
• High school or secondary school diploma or equivalent certificate; and
• One of the following:
At least four years successful experience performing similar administrative responsibilities, including the regular supervision of other administrative or clerical employees; or
At least two years successful experience performing similar administrative responsibilities, including the regular supervision of other administrative or clerical employees, in a law firm or corporate law department.
Required skills and competencies
To perform the responsibilities of this position at a satisfactory level, the Executive Assistant must demonstrate mastery of these business skills and competencies on a regular, frequent basis:
• The ability to communicate the instructions and requirements of assigned tasks clearly and accurately to other support staff members
• Advanced proficiency in all Microsoft Office™ applications, or similar office applications, to develop and prepare documents and presentations from drafts, with prompt, accurate, and professional-looking results, as well as to assist and to provide on-the-job training to other members of the Administrative Services Term concerning the use of office software
• Proficiency in the Arabic language commensurate to that commonly found among senior secretarial employees in the Saudi Arabian business community
• Proficiency in the English language sufficient to read and understand ordinary business correspondence and legal documents in English, and to have basic business conversations with English-speaking clients and visitors to the firm, including conversations by telephone
• Time and workload management skills sufficient to ensure completion of multiple high-priority tasks and projects, efficiently, on time, and with an acceptable level of quality
• The ability to complete urgent tasks efficiently and accurately, on short notice
• Personal work discipline and habits sufficient to perform routine duties and complete assigned tasks with minimum supervision
• Close attention to detail in the preparation and review of documents.
Future roles and responsibilities
As the firm continues to grow, it is probable that other clerical and secretarial personnel will be added in full-time or part-time Administrative Assistant positions. If this happens, the Executive Assistant to the Senior Partner would also assume responsibilities for supervising the Administrative Assistants and managing the distribution of clerical, secretarial, and administrative work to and among them.
Requirements:
• All the above positions require relevant degree and at least 2 - 3 years of similar experience.
• Fluency in Arabic & English. Excellent research skills; proficiency in Computer and MS Office.
• Transferable Iqama is required for Non-Saudi Nationals.
