Executive Secretary to the Chairman

Overview

We are looking for a highly capable and confident Executive Secretary to provide thorough executive and administrative assistance to the Chairman of a diverse group of companies based in Qatar. This role demands a proactive professional with previous experience supporting senior executives or business owners in Qatar or the Gulf Cooperation Council (GCC) region, excellent communication skills, and strong organizational ability.

Key Responsibilities

• Deliver high-level administrative and executive support to the Chairman, managing his calendar, meetings, appointments, travel plans, and communications.
• Prepare agendas, presentations, reports, meeting minutes, and professional correspondence in both English and Arabic languages.
• Collaborate with General Managers, Department Heads, and other stakeholders to ensure proper follow-up of action points and timely completion of tasks.
• Serve as the primary communication link between the Chairman and all business units, particularly when the Chairman is unavailable.
• Organize and coordinate board meetings, management gatherings, and executive events.
• Maintain a well-organized document management and filing system.
• Track deadlines, prepare progress updates, and keep the Chairman informed on ongoing matters.
• Handle sensitive and confidential information with utmost professionalism and discretion.
• Perform additional tasks as delegated by the Chairman.

Required Qualifications & Experience

• A Bachelor’s degree in Business Administration, Management, or a related discipline.
• At least 5 years of experience serving as an Executive Secretary, Executive Assistant, or Personal Assistant supporting senior executives such as Chairmen, CEOs, or business owners.
• Previous exposure to working with Qatari or GCC local business owners or within a corporate group of companies is strongly preferred.
• Fluency in both written and spoken Arabic and English is essential.
• Exceptional interpersonal and communication skills with confidence in managing interactions with senior management.
• Strong independent work ethic with the ability to make decisions within designated authority and efficiently juggle several priorities.
• Excellent organizational, time management, and problem-solving abilities.
• Advanced expertise in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Proven experience in preparing executive reports, presentations, and documentation of meeting minutes.
• High integrity, professionalism, discretion, and meticulous attention to detail.
• Ability to perform well under pressure and meet demanding deadlines.

Preferred Attributes

• Past experience supporting Chairmen or CEOs in a multi-company business environment.
• Understanding of GCC business cultures and corporate governance principles.
• Experience liaising with government entities and external stakeholders is an asset.

Competency Highlights

• Executive-Level Support
• Stakeholder Coordination
• Business Communication Skills
• Leadership Team Collaboration
• Efficient Calendar and Meeting Management
• Report and Presentation Writing
• Advanced Microsoft Office Proficiency
• Strong Time Management
• Confidentiality and Professional Ethics
• Problem Analysis and Resolution
• Ability to Multi-task
• Attention to Detail