Administrative Secretary

Job Description

<p><span>Roles &amp; Responsibilities</span></p><p><br></p><p>As an Executive Secretary based in Qatar, you will provide administrative and secretarial support to executives or high-level management within the organization. Your role will involve managing their schedules, coordinating meetings, handling correspondence, and ensuring the smooth operation of the executive’s office. Key responsibilities include:</p><p><br></p><p>Communication and Correspondence:</p><p>Manage incoming and outgoing correspondence, including emails, letters, and phone calls, on behalf of the executive.</p><p>Draft and prepare memos, reports, presentations, and other documents as required.</p><p>Maintain confidentiality and handle sensitive information with discretion.</p><p><br></p><p>Meeting Coordination and Support:</p><p>Arrange and coordinate meetings, conferences, and business trips, including booking venues, arranging travel logistics, and preparing meeting materials.</p><p>Attend meetings as required, take minutes, and prepare meeting summaries or reports.</p><p>Follow up on action items and deadlines, ensuring timely completion.</p><p><br></p><p>Documentation and Records Management:</p><p>Maintain and organize documents, files, and records, both in physical and electronic formats.</p><p>Develop and implement efficient filing systems, ensuring easy retrieval of information.</p><p>Review and proofread documents for accuracy and completeness.</p><p><br></p><p>Administrative Support:</p><p>Provide general administrative support to the executive, including preparing expense reports, managing office supplies, and handling other ad hoc administrative tasks.</p><p>Coordinate and prioritize tasks, manage multiple deadlines, and handle any urgent or last-minute requests.</p><p><br></p><p>Relationship Management:</p><p>Build and maintain effective relationships with internal and external stakeholders, including clients, partners, and other team members.</p><p>Serve as a point of contact between the executive and other departments or individuals, ensuring effective communication and coordination.</p><p><br></p><p><span>Desired Candidate Profile</span></p><p><br></p><p>Bachelor’s degree in business administration, office management, or a related field is preferred but not mandatory.</p><p>Proven experience as an executive secretary, personal assistant, or similar role supporting senior executives.</p><p>Excellent organizational and time management skills, with the ability to prioritize tasks and work under pressure.</p><p>Strong attention to detail and accuracy in handling documents, correspondence, and scheduling.</p><p>Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software or tools.</p><p>Strong written and verbal communication skills in English, with the ability to compose professional and grammatically correct correspondence.</p><p><br></p><p>Discretion and confidentiality in handling sensitive information and maintaining the privacy of the executive.</p><p>Professional demeanor, with excellent interpersonal skills and the ability to work effectively with individuals at all levels.</p><p><br></p><p>Adaptability and flexibility to manage to change priorities and handle unexpected situations.</p><p>Knowledge of office management systems and procedures.</p><p>Familiarity with Qatar’s business culture, protocols, and etiquette is advantageous.</p>