Secretary Jobs in Jeddah

Job Title: Legal Secretary

Responsibilities:
•Receiving clients and organizing their appointment schedules with the lawyer.
•Preparing, drafting, and correcting legal documents (memos, contracts, cases) and storing them electronically and on paper.
•Submitting documents to the courts within the specified deadlines.
•Managing schedules for appointments, sessions, and meetings and notifying the lawyer regularly.
•Storing and archiving legal files and organizing them (both paper and electronically).
•Responding to phone calls and email messages and forwarding them to the concerned party.
•Preparing the necessary legal documents for sessions and meetings.
•Assisting in preparing pleadings and sessions and taking notes.
•Coordinating with potential clients and scheduling their appointments.
•Gathering legal documents and data related to cases.
•Preparing reports and legal papers upon request.
•Contributing to desk legal research.
•Ensuring efficient workflow and maintaining confidentiality of information.
•Reviewing documents to ensure their accuracy and compliance with legal procedures.

Qualifications and Required Skills:
•Previous work experience in law firms or legal departments.
•Relevant academic qualification (Management / Law).
•A typing speed of no less than 50 words per minute.
•Proficiency in oral and written communication skills.
•High organization and excellent time management and multitasking skills.
•Good knowledge of legal terminology and administrative procedures.
•Proficiency in using Microsoft Office programs and office management systems.
•Politeness, good appearance, and the ability to deal with clients professionally.
•High attention to detail and ability to work within a team.
•Maintaining confidentiality, integrity, and professional conduct.
•Proficiency in English (conversation and writing)

.. Ability to handle work pressures in the legal field
Willingness to travel and accompany lawyers

Benefits:
•Professional work environment.
•Training and development opportunities.
•Competitive salaries and incentives.

• Provide daily administrative and operational support for the office.
• Manage calendars, meetings, site visits, and travel arrangements.
• Draft and review correspondence, reports, and official documents in both Arabic and English.
• Organize and archive contracts, invoices, and project files.
• Coordinate with vendors, suppliers, and external partners.
• Assist HR with job postings, interview scheduling, and employee records.
• Support in preparing company profiles, proposals, and project submissions.
• Maintain digital filing systems and ensure smooth office operations.

• Excellent clerical skills and administrative assistance experience.
• Previous experience as an Administrative Secretary, preferably in design or architecture firms.
• Strong organizational and multitasking abilities.
• Proficient communication skills in both English and Arabic.
• Ability to manage time efficiently and provide excellent customer service.

– Executive Secretary / Office Manager

Job Objective

Managing the executive office with high efficiency by organizing time, arranging meetings, filtering problems before they reach senior management, in addition to managing correspondence, writing meeting minutes, direct reviews, and organizing travel and administrative tasks, to ensure business operations run smoothly and with complete professionalism.

Main Responsibilities

1. Managing the office and executive tasks
•Overseeing all office operations and organizing the daily workflow.
•Managing the schedule for meetings and appointments of the General Manager.
•Coordinating travel and logistical plans (flight reservations, hotels, transportation).
•Preparing documents, presentations, and reports before any external or internal commitments.

2. Time Management and Scheduling
•Preparing and organizing the daily, weekly, and monthly agenda of the manager.
•Avoiding time conflicts and ensuring time allocation for priority tasks.
•Providing early alerts for important tasks and appointments.

3. Arranging and Supervising Meetings
•Coordinating internal and external meetings.
•Preparing the agenda in collaboration with management.
•Preparing rooms or virtual platforms and necessary materials.
•Filtering topics and issues before the meeting and providing a summary to the manager.
•Managing guests and official visitors professionally.

4. Writing Meeting Minutes and Follow-up
•Taking minutes during meetings accurately and organized.
•Extracting decisions and main tasks (Action Points).
•Following up on execution with relevant departments and submitting periodic reports to the manager.
•Providing the minutes for review and final approval.

5. Correspondence and Communication
•Drafting and formulating official letters, internal and external correspondence.
•Answering phone calls and emails on behalf of management.
•Coordinating effectively with clients, partners, and internal departments.

6. Problem and Request Filtering
•Receiving requests from departments and employees.
•Prioritizing them (Urgent / Important / Postponable).
•Directly solving simple problems and only raising summaries to the manager.
•Protecting the manager's time from secondary details.

7. Direct Follow-up and Review with the Manager
•Regularly reviewing minutes and reports with the manager.
•Providing concise and clear summaries of events and decisions.
•Ensuring complete clarity of vision before making any strategic decisions.

8. Advanced Administrative Tasks
•Maintaining the confidentiality of information and documents pertaining to senior management.
•Effectively managing files and archiving (both paper and electronic).
•Developing new mechanisms to improve administrative performance.

Qualifications and Requirements
•Bachelor's degree in Business Administration, Office Management, or a related field.
•At least 5 years of experience in an executive secretary or office management position.
•Fluency in Arabic and English (speaking and writing).
•Strong experience in writing meeting minutes and drafting reports.
•High skill in time management and organizing priorities.
•Proficiency in MS Office and Google Workspace applications.
•A professional personality capable of representing senior management.
•Ability to solve problems and make quick decisions.
Personal Traits Required
•High organization and attention to detail.
•Politeness, social intelligence, and a strong presence.
•Flexibility to work under pressure.
•Initiative and providing practical solutions.
•Complete commitment to confidentiality and professionalism.