Executive Secretary (Nationals only)

Full Time @ Qatar Museums Sector: Admin, Office & Secretarial
  • Doha, Qatar View on Map
  • Date Posted : April 4, 2022
  • Salary: Negotiable
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About the job

Key Accountabilities:

  • Works closely with the Director in providing full administrative assistance including, but not limited to, organizing and managing his/her calendar, making and arranging appointments, sending out invitations and reminders, preparing and monitoring expenses
  • Prepares for meetings by providing documentation, reports and previous minutes to the highest standard
  • Makes arrangements for meetings, including booking venue, ensuring all participants are aware of timing, adequate supplies of stationery are available and attends meeting as minutes secretary
  • Screens all phone calls, emails and other correspondence, including
  • highly confidential information; assesses information/communication received and submits to the Director; prioritizes according to importance/urgency on each subject
  • Coordinates speaking engagement and conferences
  • Makes travel arrangements in a time-effective way, including arranging complex itineraries/venues visa, etc., ensuring most effective use of time
  • Observes and applies strict levels of confidentiality and discretion in all matters related to work performance and in providing services for the Directors Office
  • Manages and oversees Director’s office administration
  • Organizes and implements appropriate filing and record management systems to ensure that records are always current and accessible (both electronically and on paper)
  • Meets and greets all Director’s guests upon arrival
  • Performs office tasks necessary for the operation of the Director’s office
  • Take care of postage and courier matters
  • Conducts ad-hoc assignments at the request of other members of the office/ department team
  • Liaises and follows up with QM departments to ensure smooth workflow.
  • Arranges for documents to be translated into Arabic, printed and delivered

Qualifications/Requirements:

Knowledge & Skills:

  • Knowledge of office administration and office suite of desktop applications (e.g Word, Excel, PowerPoint etc.)
  • Language skills proficiency in English, and Arabic (Native)
  • Effective interpersonal and communication skills
  • Professional Organizational and Office Management skills

Education:

  • Bachelor in a relevant discipline

Experience:

  • A minimum of 4 years of relevant experience in the administrative domain

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