Executive Secretary / Personal Assistant

Madina Group

We are looking for a competent Executive Secretary to support high-ranking officials in our company. You will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks. Executive secretaries must be efficient professionals with great time-management and multitasking abilities. It is with their confidentiality, diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks. The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.

Responsibilities

  • Manage information flow in a timely and accurate manner
  • Oversee the performance of other clerical staff
  • Format information for internal and external communication – memos, emails, presentations, reports
  • Organize and maintain the office filing system
  • Maintain the executive’s agenda and assist in planning appointments, board meetings, conferences etc.
  • Attend meetings and keep minutes
  • Receive and screen phone calls and redirect them when appropriate
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
  • Make travel arrangements for executives
  • Handle confidential documents ensuring they remain secure
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  • Conduct research and prepare presentations or reports as assigned
  • Manage Video-conferencing requirements

Job Requirements

  • Min 5 years of work experience as an Executive Assistant, Personal Assistant or similar role
  • min 2 yrs Qatar Experience preferred
  • PA Diploma / Degree in relative field
  • Family Sponsorship Must
  • Western Educated Must
  • Arabic Language added advantage but not compulsory
  • Proven experience as executive secretary or similar administrative role
  • Proficient in MS Office and “back-office” software (e.g. ERP)
  • In-depth knowledge of office management and technical vocabulary of relevant industry
  • Familiarity with basic research methods and reporting techniques
  • Excellent organizational and time-management skills
  • Outstanding communication and negotiation abilities
  • Integrity and confidentiality

Benefits

  • Free Medical-Aid
  • Phone and IT equipment

Due to COVID 19, companies are hiring only local candidates. If you are outside of Qatar, please read the job requirements before applying for a job.

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