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:

1. Calendar and Schedule Management: Meticulously manage complex calendars, schedule appointments, meetings (internal and external), and coordinate conference calls, often across multiple time zones.
2. 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.
3. Meeting Support: Prepare agendas, compile meeting materials, attend meetings, take accurate minutes, and follow up on action items to ensure timely completion.
4. Travel Arrangements: Plan and coordinate intricate travel itineraries, including flights, accommodations, transportation, and visa requirements.
5. Document Management: Maintain highly organized electronic and physical filing systems, ensuring confidentiality and easy retrieval of important documents, reports, and records.
6. Financial Administration: Assist with expense reports, invoice processing, and basic bookkeeping tasks, maintaining accurate financial records.
7. Office Management: Ensure the executive office is well-stocked with supplies, manage incoming and outgoing mail, and handle general administrative tasks.
8. Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
9. Liaison: Act as a key point of contact and liaison between the executive and internal staff, external clients, and other stakeholders.
10. Project Support: Provide administrative support for special projects, conduct research, and prepare presentations or reports as assigned.