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Executive Secretary

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar PPL Dynamics Full time


The Executive Secretary provides high-level administrative support to senior management, ensuring the smooth and efficient operation of executive-level functions. This role involves managing schedules, coordinating meetings, handling confidential correspondence, preparing reports and presentations, minutes of meeting and serving as a key point of contact between executives and internal/external stakeholders.

Main Roles and Responsibilities

Strategic Responsibilities

  • Act as a trusted point of contact between executives and key stakeholders, ensuring professional and timely communication.
  • Support executives in tracking strategic priorities and following up on key initiatives.
  • Assist in coordinating high-level meetings, forums, or delegations involving external entities or government bodies.
  • Assist in monitoring progress on executive-led projects by following up with departments and ensuring deadlines are met

Operational Responsibilities

  • Manage executive calendars, schedule meetings, and coordinate travel and logistics.
  • Draft, format, and proofread official correspondence, memos, and documents.
  • Organize and maintain filing systems, including confidential records.
  • Take minutes during meetings and ensure timely follow-up on action items.
  • Handle phone calls, emails, and incoming requests with discretion and professionalism.
  • Provide logistical and administrative support for events, workshops, and internal functions.
  • Monitor office supplies and manage administrative tasks related to procurement and resource planning.

Other Responsibilities

  • Help draft internal announcements, newsletters, or communications on behalf of executives.
  • Ensure proper documentation of analysis, reports, and strategic initiatives.
  • Coordinate and prepare materials for meetings involving data and performance review.
  • Document and maintain records of continuous improvement processes and risk assessment methodologies.

Required Skillset/Competencies

Behavioral Competencies

  • Professionalism and Discretion: Maintains confidentiality, demonstrates integrity, and handles sensitive information with maturity and trustworthiness.
  • Communicates clearly and effectively, both verbally and in writing, and adjusts tone based on audience.
  • Time Management: Prioritizes tasks efficiently, manages competing deadlines, and ensures timely execution of responsibilities.
  • Ensures accuracy and consistency in documents, correspondence, and scheduling.
  • Initiative and Proactiveness: Anticipates needs, acts without being prompted, and solves problems independently where appropriate.
  • Interpersonal Skills: Builds strong working relationships with internal and external stakeholders and contributes to a collaborative environment.

Technical Competencies

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools (e.g., SharePoint, calendar apps).
  • Skilled in drafting, formatting, proofreading, and finalizing professional documents, presentations, and reports.
  • Competence in organizing meetings, preparing agendas, taking minutes, and ensuring timely follow-up on action items.
  • Accuracy in handling data input, management of contact lists, and updating internal databases or systems

Qualifications and Experience

Required Qualifications

  • Diploma or bachelors degree in business administration, Office Management, or a related field.