Executive Secretary

Salary; Doha; On-site; QAR 120,000 - 180,000; Full time

Job summary

Al Baida Technical Services Company - Qatar, Doha seeks an accomplished Senior Executive Assistant to directly support the Managing Director. You will manage calendars, prepare high-level presentations, coordinate complex travel, and serve as the liaison to key stakeholders.

The role requires a Bachelor’s degree and 10+ years of senior admin experience, with exceptional organizational and communication skills in English.

Qualifications

• Bachelor’s degree in Business Administration or Management is preferred.
• Minimum of 10+ years of experience in a senior administrative role.
• Proven track record of managing multiple tasks and projects simultaneously.
• Strong proficiency in Microsoft Office Suite; familiarity with project management software.
• Excellent written and verbal communication in English; additional languages are a plus.
• Demonstrated ability to maintain confidentiality and handle sensitive information with integrity.
• Strong interpersonal skills and ability to build relationships at all levels.
• Proactive problem-solving attitude and ability to work under pressure.
• Detail-oriented with a focus on accuracy in all tasks.

Responsibilities

• Manage complex calendars for the Managing Director, prioritizing appointments and ensuring efficient use of time.
• Prepare and organize high-level presentations and reports, ensuring accuracy and clarity in communication.
• Act as a liaison between the Managing Director and internal/external stakeholders, fostering strong professional relationships.
• Coordinate travel itineraries, including flights, accommodations, and logistics, to ensure seamless travel experiences.
• Handle confidential information with discretion and professionalism, maintaining the integrity of sensitive data.
• Assist in the preparation and follow-up of board meetings, ensuring all materials are distributed and action items tracked.
• Monitor and manage departmental budgets, providing financial reports and insights to support decision-making.
• Draft and edit correspondence, memos, and other documents, reflecting the tone and style of the Managing Director.
• Implement and improve administrative systems and processes, enhancing overall office efficiency.
• Conduct research and compile data for strategic planning and decision-making, contributing to the company’s growth.

Skills

Executive support

Organizational skills

Communication

Confidentiality

Interpersonal skills

Problem solving

Cultural sensitivity

Education

Bachelor's degree (Business Administration/Management)

Tools

Microsoft Office Suite

Project management software

Job description

• Manage complex calendars for the Managing Director, prioritizing appointments and ensuring efficient use of time.
• Prepare and organize high-level presentations and reports, ensuring accuracy and clarity in communication.
• Act as a liaison between the Managing Director and internal/external stakeholders, fostering strong professional relationships.
• Coordinate travel itineraries, including flights, accommodations, and logistics, to ensure seamless travel experiences.
• Handle confidential information with discretion and professionalism, maintaining the integrity of sensitive data.
• Assist in the preparation and follow-up of board meetings, ensuring all materials are distributed and action items tracked.
• Monitor and manage departmental budgets, providing financial reports and insights to support decision-making.
• Draft and edit correspondence, memos, and other documents, reflecting the tone and style of the Managing Director.
• Implement and improve administrative systems and processes, enhancing overall office efficiency.
• Conduct research and compile data for strategic planning and decision-making, contributing to the company’s growth.

Desired Candidate Profile

Bachelor’s degree in Business Administration, Management, or a related field is preferred.

Minimum of 10+ years of experience in a senior administrative role, ideally supporting executives in a corporate environment.

Proven track record of managing multiple tasks and projects simultaneously, showcasing exceptional organizational skills.

Strong proficiency in Microsoft Office Suite and familiarity with project management software to streamline operations.

Excellent written and verbal communication skills in English; proficiency in additional languages is a plus.

Demonstrated ability to maintain confidentiality and handle sensitive information with integrity.

Strong interpersonal skills with a knack for building relationships at all organizational levels.

A proactive approach to problem-solving, displaying initiative and a positive attitude in high-pressure situations.

Detail-oriented mindset with a focus on accuracy in all tasks, ensuring high-quality outcomes.

Cultural sensitivity and adaptability, with a preference for candidates familiar with international business environments.

Al Baida Technical Services Company - Qatar, Doha