Executive Secretary & Reception Administrator

Position Summary

The Executive Secretary & Reception Administrator will serve a dual role, acting as the company's front-desk representative while providing direct executive and administrative support to the Company Owners. The position requires a highly professional, organized, and proactive individual who can effectively manage reception operations, coordinate communications, and support the Owners in their daily business activities.

As the first point of contact for visitors, clients, suppliers, and stakeholders, the successful candidate will represent the company with professionalism while ensuring efficient communication and coordination between the Owners, management, and operational teams.

Key Responsibilities:

Reception & Front Office Management

• Serve as the first point of contact for all visitors, clients, suppliers, and external stakeholders.
• Welcome guests and ensure a professional and positive reception experience.
• Manage incoming calls, emails, inquiries, and correspondence, directing them to the appropriate departments.
• Maintain the reception area, meeting rooms, and visitor records.
• Coordinate visitor access, appointments, and meeting schedules.
• Handle courier services, incoming and outgoing mail, and general office correspondence.
• Support general office administration and daily front-office operations.

Executive Secretary Responsibilities

• Provide direct administrative and executive support to the Company Owners.
• Manage the Owners' calendars, appointments, meetings, and travel arrangements.
• Coordinate all communications between the Owners and company departments.
• Prepare reports, presentations, correspondence, meeting agendas, and minutes of meetings.
• Follow up on management directives and ensure timely execution by the relevant departments.
• Monitor ongoing projects, deadlines, and action items assigned by the Owners.
• Facilitate communication between the Owners and external stakeholders, including clients, suppliers, government entities, landlords, and business partners.
• Maintain confidential records, files, contracts, and executive documentation.
• Provide regular updates and status reports to the Owners regarding ongoing matters and pending actions.
• Assist with special projects and strategic initiatives as directed by the Owners.

Qualifications & Requirements

• Bachelor's Degree or Diploma in Business Administration, Office Management, Communications, or a related field.
• Minimum 3 years of experience in reception, executive administration, secretarial, or office management roles.
• Excellent verbal and written communication skills in; Arabic, English is an advantage.
• Professional appearance and excellent customer service skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion and professionalism.
• Strong interpersonal and communication skills with the ability to interact with all levels of management and external stakeholders.

Core Competencies

• Reception & Front Desk Management
• Executive Administration
• Customer Service Excellence
• Communication & Coordination
• Calendar & Meeting Management
• Document Preparation & Reporting
• Confidentiality & Professionalism
• Time Management & Prioritization
• Stakeholder Relationship Management

Role Objective

To ensure the efficient management of the company's reception and front-office operations while providing high-level executive and administrative support to the Company Owners, facilitating effective communication, coordination, and execution of business activities across the organization.

Pay: QAR2,750.00 - QAR3,500.00 per month

Application Question(s):

• I confirm that I have read, reviewed, and understood the salary offered for this position, and I have submitted my application after carefully considering and accepting the stated salary.
• I acknowledge and understand that the salary stated in this job advertisement represents the total and full compensation package offered by the company.
• I confirm that I hold a valid No Objection Certificate (NOC) and am willing and able to transfer my QID sponsorship upon employment.
• I confirm that Arabic is my native language and that I am fluent in both written and spoken Arabic.
• I acknowledge and accept that this position is subject to a probation period of up to three (3) months in accordance with company policy and applicable labor regulations.
• I confirm that I am willing to work at the company's reception desk while also providing executive secretarial and administrative support directly to the Company Owners.
• I confirm that I am comfortable handling front-desk responsibilities, visitor reception, telephone communications, and day-to-day administrative tasks as part of this role.
• I confirm that all information provided in my application is accurate and complete, and I understand that any false or misleading information may result in the rejection of my application or termination of employment if hired.

Work Location: In person