Executive Secretary

Overview

Executive Secretary Jobs in Riyadh Region at Tas’Helat Marketing Co. (Fuel Stations Chain)

Title: Executive Secretary

Company: Tas’Helat Marketing Co. (Fuel Stations Chain)

Location: Riyadh Region

About the Company

Tas’helat Marketing Company (TMC) is a joint venture between Aramco and Total Energies, who strives to be the retail network of choice for motorists & travelers, offering reliable fuel & non-fuel services. TMC is headquartered at Riyadh, Kingdom of Saudi Arabia and owns a network of 250 gas stations across the Kingdom proudly serving the local community for the last 8 decades.

Overview

TMC is renovating and expanding its network to serve the users more efficiently. As such TMC is currently hiring candidates to support its functions in the areas such as operations, maintenance, project management, property management, Safety, Finance, IT, etc. It looks for candidates who have customer-centric behavior and are enthusiastic to grow as part of a retail network.

Key Responsibilities

Upon successful selection the candidate will be expected to perform including, but not limited to the below listed:

Secretarial Support

• Provide a comprehensive secretarial and administrative service to allow the CEO to concentrate on mainstream decision making and strategic activities.

• Develop and establish workflows / processes to enable smooth running of the CEO’s office.

Correspondence

• Provide a complete correspondence service, routing correspondence as necessary and drafting replies where appropriate, to ensure that all correspondence is dealt with efficiently.

• Ensure that minutes of meetings attended by the CEO are documented and circulated in time and follow up on actions to be taken as appropriate.

• Organize and distribute circulars received by the CEO, to concerned parties and follow up with circulars that require responding.

Records Storage and Retrieval

• Maintain discreet confidentiality of information, procedures and all documents and file and track documentation to ensure security and control.

• Maintain and control a systematic filing system ensuring that important and necessary documentation is filed and can be retrieved timely and efficiently when needed and periodically review the files and screen out documents that are outdated. 

Time Management

• Provide a time management / diary service for the CEO to ensure his / her attendance for all key meetings at the appointed times with all agendas and all relevant documents needed for the meeting.

• Assess the priority of meetings in order to determine the timing of meetings where the CEO will be required to attend such meetings.

Travel arrangements

• Make business travel and hotel arrangements for the CEO in a cost and time-effective manner, including booking itineraries, to ensure that best prices are obtained, and proper travel arrangements are confirmed. Ensure that all travel invoices are verified for payments and that any refunds are claimed in a timely manner. 

Background Research

• Prepare agendas for meetings and collate relevant background documents needed for the meeting. Keep notes of discussion and produce minutes of meeting as requested to facilitate business discussions. 

• Carry out the necessary background research and analysis as needed by the CEO in order to complete his/her assignments.

Qualifications

• Bachelor’s degree in any field.

• 2-4 years of relevant experience in secretarial positions for a CEO position / Heads of large functions.

• English: proficient

• Good communication and interpersonal skills

• Good analytical and organizational skills

• Coordination & Time Management skills

• Knowledge of Microsoft Office (Word, PowerPoint, and Excel)

• Knowledge of Microsoft Outlook (Email, Calendar, etc.)