Secretary to the Chief Operating Officer (COO)

Position Overview

The Secretary to the Chief Operating Officer (COO) is responsible for delivering comprehensive administrative and secretarial support to ensure the COO's office operates smoothly and effectively. This pivotal role includes managing schedules, coordinating meetings, handling confidential communications, preparing various reports, and facilitating clear communication between the COO and both internal teams and external stakeholders.

Primary Responsibilities

• Efficiently manage the COO’s calendar including appointments and travel plans.
• Organize meetings by preparing agendas, recording minutes, and monitoring action items.
• Professionally handle incoming calls, emails, and correspondences with confidentiality.
• Draft and prepare letters, presentations, reports, and other business documentation.
• Maintain organized filing systems and securely handle confidential records.
• Coordinate communication efforts between the COO, departments, clients, and external partners.
• Monitor deadlines and pending tasks to ensure prompt follow-ups.
• Arrange business travel, accommodations, and manage expense documentation.
• Support planning for executive meetings, events, and daily operational activities.
• Carry out other administrative tasks as assigned by the COO.

Required Qualifications and Skills

• Bachelor's degree in Business Administration, Management, or related disciplines.
• Minimum of five years’ experience in a secretary, executive assistant, or comparable role supporting senior leadership.
• Exceptional verbal and written communication skills in English; Arabic language skills are an advantage.
• Proficiency with Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.
• Strong organizational capabilities paired with excellent time management and multitasking skills.
• High standards of professionalism, discretion, and ability to maintain confidentiality.

Key Competencies

• Outstanding organizational and prioritization abilities.
• Effective communication and interpersonal skills.
• Meticulous attention to detail.
• Efficient management of multiple simultaneous tasks.
• Strong problem-solving aptitude.
• Ability to perform well under pressure with integrity and professionalism.

Working Conditions

• Position is full-time and primarily office-based.
• Flexibility required to accommodate occasional after-hours executive meetings or business-related activities as needed.