Senior Executive Secretary
Location: Cairo – Masaken El Sheraton (On-site)
Type: Full-time
Reporting to: General Manager, with functional coordination across Partners, Legal Team Leads, and HR
Role Purpose
Enable the General Manager to focus on high-impact decisions by running the executive day efficiently (calendar, communications, meetings, documents, follow-ups) with strict confidentiality and consistently high legal-grade output quality.
Responsibilities
- Gatekeeping & Calendar: Manage the GM’s agenda and daily/weekly priorities, prevent scheduling conflicts, and confirm appointments.
- Executive Correspondence (AR/EN): Draft and edit official letters/emails in Arabic and English, manage Outlook inbox/outbox, and prepare initial responses and decision summaries.
- Meetings & Briefs: Prepare concise pre-meeting briefs (objectives, stakeholders, decision points, alternatives); take minutes and convert them into action lists with owners and deadlines, and follow through to closure.
- Legal Admin Support: Coordinate sessions/appointments on government portals (e.g., Najiz), prepare case bundles and memoranda (annex numbering/indexing/templates), track legal deadlines, and flag risks early.
- Document Control & Archiving: Maintain folder structures (Client → Matter → Pleadings/Contracts/Correspondence), run OCR, manage versions (v1.0…), protect PDFs with passwords when needed, and enforce privacy policies in line with PDPL.
- Logistics Coordination: Book meeting rooms and online sessions (Teams/Zoom), arrange local travel when needed, and liaise with couriers/proxies.
- Executive Reporting: Provide the GM with a weekly summary covering task status, upcoming deadlines, commitments, and blockers.
Must-Have Qualifications
- 3–5 years as an Executive Secretary supporting senior leadership (preferably in legal consultancy/law firms).
- Microsoft Office Specialist (MOS / MOS Expert) – required (attach proof).
- Advanced Microsoft 365 skills:
- Word: styles & headings, TOC, automatic annex numbering, legal formatting.
- Excel: trackers, basic formulas, simple pivot tables for performance.
- PowerPoint: crisp, executive-level presentations.
- Outlook/SharePoint/OneDrive/Teams: mail rules, secure sharing, meetings.
- Excellent Arabic and professional English (written & spoken) with fast, accurate typing.
- Exceptional organization, high discretion, and resilience under legal deadlines.
Nice to Have
- CAP or a recognized Legal Secretary/Office Administration certificate.
- Hands-on experience with KSA judicial/government portals (e.g., Najiz).
- Experience maintaining corporate templates and annex indexes for legal documents.
Key Performance Indicators (KPIs)
- 100% adherence to schedules and deadlines with no critical conflicts.
- Pre-meeting briefs delivered ≥ 24 hours before each meeting (when feasible).
- < 1% language/formatting error rate in correspondence and memoranda.
- ≥ 90% of meeting actions closed within agreed deadlines.
- ≥ 90% satisfaction from the GM and key stakeholders (periodic survey).
