Executive Secretary to Top Management

3 days ago

Doha, Baladīyat ad Dawḩah, Qatar Alhamal Trading & Contracting W.L.L. Full time 120,000 - 250,000 per year

Experience: Minimum 10 years supporting C-level or senior top-management roles in Qatar

Language: Fluent in English (spoken & written)

Technical Skills: Advanced MS Word, Excel, PowerPoint, Outlook, and Visio (for organization charts)

Role Overview

We are seeking an exceptionally professional and highly experienced Executive Secretary to provide executive-level support to a Senior Executive within a Real Estate & Construction Holding Group.

This role requires a mature, organized, and discreet individual capable of managing sensitive information and supporting high-level decision-making.

Key Responsibilities1. Executive Support & Office Management

  • Provide high-level administrative support to senior leadership across all business units.
  • Manage and prioritize calendars, appointments, meetings, and travel logistics with accuracy.
  • Screen and route calls, emails, and correspondence with professional etiquette.
  • Coordinate internal and external meetings, agendas, minutes, and follow-up actions.
  • Maintain strict confidentiality regarding all executive matters and strategic documents.

2. Communication & Correspondence

  • Draft, review, and proofread letters, memos, reports, and formal correspondence.
  • Prepare executive summaries, briefing notes, and meeting packs.
  • Liaise with senior stakeholders, government entities, investors, and partners on behalf of management.
  • Prepare communication materials including speeches, statements, and official announcements.

3. Document Management & Reporting

  • Organize and maintain structured filing systems (digital & physical).
  • Prepare weekly, monthly, and quarterly reports (KPIs, dashboards, project updates).
  • Track pending tasks, submissions, and follow-ups to ensure deadlines are met.
  • Review and format high-level documents for clarity and professionalism.

4. Advanced MS Office & Visualization

  • Create professional presentations, dashboards, and business documents.
  • Develop organization charts, workflows, and process maps (Visio or similar).
  • Prepare spreadsheets, financial summaries, trackers, and KPI dashboards.
  • Support the preparation of board packs and investor presentations.

5. Coordination Across the Holding Group

  • Coordinate with subsidiaries, departments, and project teams to consolidate information.
  • Assist in monitoring major real estate and construction project updates.
  • Ensure smooth communication flow between top management and all internal teams.
  • Support governance, compliance deadlines, and strategic planning activities.

6. Travel & Logistics Management

  • Organize full travel arrangements (flights, visas, hotels, transportation).
  • Prepare detailed travel itineraries and meeting schedules.
  • Handle urgent last-minute changes professionally.

7. Professional Representation & Office Protocol

  • Represent the Executive Office professionally when engaging with high-profile individuals.
  • Ensure the office environment is organized and aligned with corporate standards.
  • Assist in confidential HR matters and high-level communication tasks.

8. Personal Attributes Required

  • Highly organized, proactive, and able to anticipate senior management needs.
  • Excellent command of English (drafting, communication, writing).
  • Strong discretion, judgment, and confidentiality.
  • Ability to manage multiple priorities and work under pressure.
  • Professional communication and strong interpersonal skills.
  • High integrity, responsibility, and commitment.

Job Type: Full-time

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