Executive Secretary

About the Role

Al Mashora Law Firm is seeking a highly organized and detail-oriented Executive Secretary to support the CEO. This role is crucial for ensuring the smooth operation of the executive office and requires a proactive individual with excellent communication and administrative skills. The ideal candidate will have prior experience in a legal setting and a strong command of both Arabic and English.

Responsibilities

• Manage and organize the CEO's schedule, including appointments, meetings, and critical court sessions.
• Coordinate case schedules and track important dates such as hearings, memos, and statutory deadlines, providing advance notice to the relevant lawyer or consultant.
• Handle incoming phone calls and emails, sorting, directing, and ensuring timely responses.
• Maintain and update electronic legal files daily within the company's system.
• Prepare meeting minutes, document decisions and recommendations, and follow up on their implementation with the team.
• Liaise with clients regarding appointments, requirements, and necessary documentation.
• Oversee invoice processing, payment orders, and case fees in coordination with the finance department.
• Strictly adhere to the confidentiality of information, files, and cases.
• Arrange travel, bookings, and external meetings as needed.
• Coordinate and follow up with the procurement department on administrative requests, services, contracts, or any operational needs for the office.
• Liaise with the Human Resources department on administrative employee matters, attendance, leave, hiring procedures, and contract terminations.
• Undertake any other administrative tasks assigned by the partners or management.

Requirements

• University degree or relevant diploma in Administration, Secretarial Studies, Law, or equivalent.
• Previous experience in a law firm or legal environment is essential.
• High proficiency in using computers, particularly Microsoft Office Suite.
• Ability to work under pressure, with strong organizational and time management skills.
• Commitment to professional confidentiality and accuracy in work.
• Fluency in spoken and written English.

Additional Information

This is a full-time, onsite position based in Dammam, Eastern Province, Saudi Arabia. The role requires a high degree of discretion and professionalism.