Job Description
To be primarily responsible for providing secretarial support to the Head of Legal that includes scheduling and coordination of meetings, travel arrangements, management of calendar, taking meeting notes, facilitating visitors and other administrative duties
Skill Requirements
- High School / Diploma and/or secretarial certification with equivalent
- 3 - 5 years of prior experience as a department coordinator or similar is a pre-requisite
- Strong English and Arabic language skills (written and spoken)
Responsibilities
- Manages the scheduling and coordination of Departmental meetings and group activities.
- Makes travel arrangements for Colleagues within the Department. maintains the leave database. and advises Colleagues on policies and other administrative assistance.
- Prints memorandums, contracts, case sheets, and meeting minutes for the Board of Directors and general assemblies of the company and its subsidiaries.
- Prints reports on investigations and violations concerning the company and its subsidiaries.
- Orders and distributes stationary letterheads and business cards. as required.
- Receives all visitors and informs the required Colleague within the Department of the visitor's arrival.
- Handles couriers. letters and faxes. and ensures tracking of documents and follows-up in case of delay or non-delivery.
- Maintains a contact list of all Colleagues to effectively manage Colleague communication.
- Assists in preparing documents for management in a timely and accurate manner.
- Organizes Department's files and records and is the custodian of all legal and business related contracts and correspondence in order to keep them safe; and updates legal database.
- Supports the Department in legal and business activities and projects. gathers information. coordinates with cross-functional teams. files contracts and follows-up on behalf of the Department/ Colleagues.
- Acts as backup in case of absence or unavailability for Executive Coordinators as and when requested.
- Maintains records of all documents handed over to the requestor in Legal Tracking Register and follows-up on receiving the documents back from the requestor.
- Performs other responsibilities and tasks as required or as directed by line manager or respective Colleagues from time to time.