Executive Secretary

Swan Global WLL; Doha; On-site; QAR 200,000 - 400,000; Full time

Job summary

A leading firm in Qatar is seeking an experienced Executive Assistant to provide professional and comprehensive support to the Managing Director. Responsibilities include managing schedules, coordinating meetings, and overseeing emails. Ideal candidates will possess strong organizational skills, maintain confidentiality, and work effectively under pressure. Familiarity with office applications and a bilingual proficiency are also required. Local availability with a valid QID and NOC is a must for this impactful role.

Qualifications

• Solid experience in an Executive Assistant role.
• Ability to maintain strict confidentiality.
• Ability to prioritize conflicting workloads.
• Ability to introduce and manage procedures.

Responsibilities

• Manage diary and coordinate meetings, including travel arrangements.
• Ensure all relevant documents are prepared for meetings.
• Manage the MD's email and delegate where appropriate.
• Log and track actions to ensure timely completion.

Skills

Bilingual candidates

Exceptional organization skills

Excellent administrative skills

Time management

In-depth working knowledge of Office applications

Job description

To provide professional, proactive, and comprehensive support to ManagingDirector (MD). And to be the Focal point for the MD and responsible forrequests, communications, and action them in a timely and appropriate manner.

Job Responsibilities

• Provide proactive diary management and coordination of meetings and allrelated arrangements i.e. travel arrangements etc.
• Use judgement when scheduling meetings; determining the purpose of the meeting and the time that will be required and ensuring all relevant meetingdocuments (including agendas, pre-reading, prep, action updates and input fromthe team) are available prior to the meeting.
• Have regular reviews to revisit current priorities to ensure the meetingschedule is optimized.
• Manage the MD's email at all times and delegate emails to the team whereappropriate ensuring they are tracked to completion.
• Ensure all actions are logged, tracked and completed in a timely manner.

Skills and Experience

• Bilingual candidates with solid experience in Executive Assistant role
• Understanding of the sensitive nature of the functions work and maintainstrict confidentiality at all times
• Exceptional organization skills with an ability to priorities an oftenconflicting workload
• Excellent administrative skills with the ability to introduce and manageprocedures into a dynamic and evolving environment
• Excellent time management and self-organization skills with the abilityto work effectively to tight timescales and under pressure/stressful situations
• In depth working knowledge of Office applications

Other Skills

Process Improvement, Problem Solving, People Skills, Teamwork, ManagingProcesses, Emphasizing Excellence, Strong creative and analytical thinking.

Other Requirements

• Visa Transfer is mandatory
• Locally available in Qatar with valid QID and NOC