Executive Secretary

Position : Executive Secretary (Male)

Joining : ASAP

Must be locally available in Qatar with valid QID

Must be willing to work on split shift (11AM to 3PM / 6PM to 10 PM)

With minimum 6 years of experience as Executive Secretary to a Qatari

Key Responsibilities :

• Calendar and Schedule Management : Meticulously manage complex calendars, schedule appointments, meetings (internal and external), and coordinate conference calls, often across multiple time zones.
• Correspondence and Communication : Draft, proofread, and manage emails, letters, memos, and other communications on behalf of the executive. Screen phone calls, take messages, and redirect inquiries as appropriate.
• Meeting Support : Prepare agendas, compile meeting materials, attend meetings, take accurate minutes, and follow up on action items to ensure timely completion.
• Travel Arrangements : Plan and coordinate intricate travel itineraries, including flights, accommodations, transportation, and visa requirements.
• Document Management : Maintain highly organized electronic and physical filing systems, ensuring confidentiality and easy retrieval of important documents, reports, and records.
• Financial Administration : Assist with expense reports, invoice processing, and basic bookkeeping tasks, maintaining accurate financial records.
• Office Management : Ensure the executive office is well-stocked with supplies, manage incoming and outgoing mail, and handle general administrative tasks.
• Confidentiality : Handle sensitive and confidential information with the utmost discretion and professionalism.
• Liaison : Act as a key point of contact and liaison between the executive and internal staff, external clients, and other stakeholders.
• Project Support : Provide administrative support for special projects, conduct research, and prepare presentations or reports as assigned.