Administrative Secretary

3 weeks ago

Doha, Qatar Health and Beauty Group, Doha, Qatar Full time

**Health & Beauty Group, Doha, Qatar.**

**Administrative Secretary**

**About the Company**:
The Health and Beauty Group (HBG) stands as a preeminent entity within the healthcare sector in Qatar. HBG encompasses an array of subsidiary companies, namely Tadawi Medical Center, Tadawi Pharmacy, and Ideal Diet Restaurant, collectively catering to the integration of health, wellness, and beauty.

**About the Role**:
As an Administrative Secretary at Health & Beauty Group**, **you will play a pivotal role in supporting our day-to-day operations and ensuring the smooth functioning of our office. Your organizational skills, attention to detail, and ability to multitask will be essential in contributing to our team's success.

**Responsibilities**
- **Scheduling and Calendar Management**: Managing schedules, appointments, and meetings for executives and handling all communication channels in a well-organized way.
- **Meeting Coordination**: Coordinating and arranging meetings, preparing agendas, and taking meeting minutes when necessary.
- **Time Management**: Prioritizing tasks and managing time effectively to meet deadlines.
- **Problem-solving**: Addressing day-to-day issues and challenges and finding effective solutions.
- **Strategic Planning Support**: Assisting the management in strategic planning initiatives, gathering data, and preparing reports for decision-making.
- **Office Management**: Overseeing office operations, ensuring office supplies are stocked, and maintaining a clean and efficient workspace.
- **Coordination with Other Departments**: Collaborating with different departments to ensure smooth workflow and communication.
- **Confidentiality and Discretion**: Exercising a high level of confidentiality and discretion when handling sensitive information and executive matters.
- **Document Management**: Organizing and maintaining documents, files, and records in a systematic manner.
- **Expense Management**: Assisting with expense tracking, processing, and reimbursement procedures.
- **Data Entry and Reporting**: Entering data into databases and preparing reports as required.
- **Stakeholder Relationship Management**: Building and maintaining relationships with key stakeholders, both internal and external, on behalf of Management.
- **Maintaining Professionalism**: Representing the organization professionally in all interactions and communications.
- **Travel Arrangements**: Making travel arrangements for the management, including booking flights, accommodations, and transportation.
- **Event Planning**: Assisting in organizing company events, workshops, or conferences.
- **Research and Analysis**: Conducting research and gathering information as requested.

**Skills and Abilities**
- **Organizational Skills**: Ability to manage multiple tasks, prioritize work, and maintain an organized workspace and filing system.
- **Clerical Skills**: Proficiency in performing clerical tasks, such as data entry, filing, and managing office supplies.
- **Time Management**: Skill in managing time efficiently, meeting deadlines, and ensuring tasks are completed in a timely manner.
- **Problem-solving**: Capacity to identify issues, find solutions, and resolve problems independently or collaboratively.
- **Attention to Detail**: A keen eye for detail to accurately process information, proofread documents, and avoid errors.
- **Initiative**: Willingness to take initiative, be proactive, and anticipate the needs of the organization and management.
- **Confidentiality**: Commitment to maintaining confidentiality and handling sensitive information with discretion.
- **Communication Skills**: Strong verbal and written communication skills to interact with colleagues, clients, and other stakeholders professionally and effectively.
- **Language Proficiency**: Proficiency in English languages for effective communication with clients and stakeholders. Arabic is an added Advantage.
- **Customer Service Orientation**: Ability to provide excellent customer service, handle inquiries, and assist clients or visitors in a courteous and helpful manner.
- **Professionalism**: Demonstrating a high level of professionalism, ethics, and integrity in all interactions.
- **Flexibility**: Being open to new tasks and responsibilities as needed.
- **Adaptability**: Ability to adapt to changing priorities and work in a dynamic environment.
- **Team Player**: Ability to work well in a team and contribute to a harmonious and cooperative work environment.

**Requirements**:

- **Educational Qualifications**
- Bachelor's degree or Higher Diploma in Business Management and Administration or any other related field.
- **Work Experience**
- Minimum 2 -3 years of Proven experience in similar capacity as an Administrative Secretary preferably in a medical or healthcare setting.
- **Communication Skills**
- Fluency in Spoken and Written English
- Arabic knowledge will be an advantage
- **Generic**
- QID with a valid NOC
- Immediately available to join

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