Job Description

Key Accountabilities:

Role Purpose:

As an Executive Secretary, you will play a crucial role in supporting the director and department by efficiently managing information, communication, and administrative tasks. This role requires a high level of organizational and communication skills, along with the ability to handle sensitive information in a confidential manner. The Executive Secretary will coordinate with various departments to ensure effective information flow and smooth operations.

Duties and Responsibilities:

1, Information Management:


Organize and maintain files, records, and documentation. Implement and maintain efficient filing systems for easy retrieval of information. Manage and coordinate the flow of information within the organization.

2.Communication Coordination:


Facilitate communication between department and internal/external stakeholders. Draft, review, and edit correspondence, emails, and reports on behalf of the department.

3. Meeting and Calendar Management:


Schedule and coordinate meetings, appointments, and events for the director. Manage the director's calendars, ensuring effective time utilization. Draft minutes of meetings and coordinate with external parties and share the minutes of meetings, save and archive for future records. Schedule and coordinate meetings, appointments, and events for the director. Manage the director's calendars, ensuring effective time utilization. Draft minutes of meetings and coordinate with external parties and share the minutes of meetings, save and archive for future records.

4.Confidentiality Management:


Handle confidential and sensitive information with the utmost discretion. Implement and enforce information security and data protection policies.

5. Documentation and Reporting:


Prepare and compile reports, presentations, and documents for executive use. Ensure accuracy and completeness of information in all documentation.

6. Travel Coordination:


Arrange and coordinate director travel plans, including bookings and itineraries.

7. Task Prioritization:


Prioritize and manage tasks to ensure timely completion of assignments. Anticipate needs and proactively address potential issues.

8. Collaboration and Liaison:


Act as a liaison between the department and other operational departments including finance procurement, human capital, general services, etc procurement, human capital, general services, etc. Collaborate with other administrative staff to streamline operations.

9. Budgeting


Manage the annual budget process with the director. Record and manage department's expenses and coordinate with finance department for budget needs.

10.Project Tracking


Manage and assign projects to the team using task planner Update projects status using click-up Assist the director with live tracker on projects and assignee and follow up with project assignees on project progress, continuously remind the director and the team on tasks using the preferred system.

11.HR coordination


Raise hiring requests for the department and manage the schedule of interviews and on-boarding of new staff Raise purchase requisitions for department's consultants and collect documents and paperwork to coordinate with HR. Manage the visa, travel, accommodation if required for hiring external consultants not based in Doha. Manage the sponsorship transfer and process for consultant with HR and Government relations Manage the consultant needs in terms of support with any request in coordination with other departments from A-Z.

12.Purchase requisitions and Invoices


Raise purchase requisitions of the department Process monthly invoices of consultants and different suppliers Follow up and finalize scope and contract signature with PO closing Review and prepare scope of work for different projects to assist the director

13.Additional Tasks


Perform additional tasks as requested by line manager. Qualifications/Requirements:Proven experience as an Executive Secretary or similar role. Strong organizational and multitasking abilities. Excellent written and verbal communication skills. Proficient in office productivity tools (e.g., Microsoft Office Suite). Familiarity with information management principles and practices. High level of discretion and ability to handle sensitive information. Exceptional attention to detail and accuracy. Ability to work independently and collaboratively. Strong interpersonal skills and professional demeanor. Bachelor's degree in Business Administration, Information Management, or a related field. * 0-3 years of experience