Executive Secretary

About Al Harbi & Associates

Al Harbi & Associates is a distinguished boutique legal practice with a reputation for excellence, operating from strategic hubs in Riyadh and Al Khobar. The firm specializes in delivering bespoke legal advisory services, leveraging deep expertise in Civil and Common law alongside Sharia’a principles. This unique blend of legal frameworks enables the firm to provide innovative and tailored solutions to domestic enterprises and multinational organizations spanning the Middle East, North Africa, and the Gulf Cooperation Council (GCC) regions.

Position Overview

The Executive Secretary plays a pivotal role in supporting the senior leadership team, ensuring seamless administrative and operational efficiency within the firm. This full-time, on-site position is based in Riyadh and encompasses a broad spectrum of high-level secretarial duties. The Executive Secretary will act as the primary point of contact for internal and external stakeholders, maintaining the highest standards of professionalism and discretion in all interactions.

Key Responsibilities

• Calendar and Schedule Management: Coordinate and manage the executive’s calendar, scheduling meetings, appointments, and travel arrangements with precision, ensuring alignment with business priorities and minimizing conflicts.
• Document Preparation and Management: Draft, edit, and format professional correspondence, legal documents, reports, and presentations using advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Maintain organized and up-to-date filing systems, both physical and digital, to ensure quick retrieval of critical information.
• Meeting Coordination: Organize and support high-level meetings, including preparing agendas, compiling relevant materials, taking detailed minutes, and distributing action items to ensure follow-through and accountability.
• Communication and Stakeholder Relations: Serve as the executive’s liaison, handling incoming calls, emails, and inquiries with professionalism and efficiency. Greet and assist visitors, ensuring a positive and welcoming first impression of the firm.
• Travel and Logistics: Arrange domestic and international travel, including flights, accommodations, and ground transportation, while maintaining meticulous attention to detail and adherence to budgetary constraints.
• Confidentiality and Compliance: Uphold the strictest standards of confidentiality, handling sensitive information with the utmost care and discretion. Ensure compliance with firm policies and legal requirements in all administrative processes.
• Task Prioritization and Follow-Up: Proactively manage multiple tasks in a fast-paced legal environment, prioritizing responsibilities based on urgency and importance. Monitor action items to ensure timely completion and escalate issues as necessary.

Qualifications and Skills

To excel in this role, candidates must possess a combination of administrative expertise, strong organizational capabilities, and exceptional communication skills. The ideal candidate will have prior experience in an executive administrative capacity, preferably within a law firm, professional services environment, or corporate setting. Proficiency in Microsoft Office Suite is essential, along with familiarity with digital document management and scheduling tools.

• Administrative Proficiency: Demonstrated experience in clerical tasks, including document management, data entry, and office administration, with a keen eye for detail.
• Communication Excellence: Outstanding written and verbal communication skills, enabling effective interaction with clients, partners, and team members at all levels.
• Customer Service Orientation: A client-focused approach, with the ability to handle inquiries professionally and maintain a polished office environment.
• Company Secretarial Exposure: Prior experience or exposure to company secretarial tasks, such as preparing agendas, recording minutes, and maintaining corporate records, is highly advantageous.
• Discretion and Reliability: A high level of integrity, discretion, and reliability, particularly when handling confidential information and sensitive matters.
• Educational Background: Post-secondary education in business administration, office management, or a related field is preferred, though equivalent experience will be considered.

How to Apply

Interested candidates are invited to submit their applications directly via email to [email protected]. Ensure your application includes a comprehensive resume highlighting your relevant experience and qualifications. Only shortlisted candidates will be contacted for further consideration.