Secretary to the Chief Operating Officer (COO)

Overview

The Secretary to the COO delivers essential administrative and secretarial assistance to uphold smooth operations within the COO's office. Responsibilities include schedule management, meeting coordination, handling confidential communications, report preparation, and facilitating interaction between the COO and various stakeholders.

Primary Responsibilities

• Organize and manage the COO's calendar, including appointments and travel plans.
• Arrange and support meetings by preparing agendas, taking minutes, and ensuring follow-up on action points.
• Manage inbound calls, emails, and correspondence with professionalism and confidentiality.
• Create business documents such as letters, presentations, and detailed reports.
• Maintain an organized filing system encompassing records and sensitive materials.
• Serve as a communication liaison between the COO, internal departments, clients, and external partners.
• Monitor deadlines and ongoing tasks to guarantee timely completion and follow-up.
• Coordinate logistics related to business travel, including accommodation and expense documentation.
• Assist in planning executive meetings, events, and operational activities as needed.
• Carry out additional administrative tasks as assigned by the COO.

Qualifications and Skills

• Possess a bachelor's degree in Business Administration, Management, or a related discipline.
• Have at least five years of experience as a Secretary, Executive Assistant, or in an equivalent administrative position supporting senior leadership.
• Demonstrate excellent command of English, both written and spoken; Arabic proficiency is beneficial.
• Be proficient with Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Exhibit strong organizational, time management, and multitasking capabilities.
• Maintain a high degree of professionalism, discretion, and confidentiality.

Key Competencies

• Outstanding organizational skills
• Effective communication and interpersonal abilities
• Meticulous attention to detail
• Skill in prioritizing and managing multiple tasks concurrently
• Strong problem-solving aptitude
• Efficient time management
• Professional integrity and ethical conduct
• Capacity to perform well under pressure

Working Conditions

• Permanent full-time role based in an office environment.
• May occasionally require flexibility to support executive meetings or business needs beyond typical working hours.