Executive Secretary to Top Management (Real Estate & Construction Holding Company)

Experience: Minimum 10 years supporting C-level or senior top-management roles in Qatar
Language: Fluent in English (spoken & written)
Technical Skills: Advanced MS Word, Excel, PowerPoint, Outlook, and Visio (for organization charts)

Role Overview

We are seeking an exceptionally professional and highly experienced Executive Secretary to provide executive-level support to a Senior Executive within a Real Estate & Construction Holding Group.
This role requires a mature, organized, and discreet individual capable of managing sensitive information and supporting high-level decision-making.

Key Responsibilities1. Executive Support & Office Management

• Provide high-level administrative support to senior leadership across all business units.
• Manage and prioritize calendars, appointments, meetings, and travel logistics with accuracy.
• Screen and route calls, emails, and correspondence with professional etiquette.
• Coordinate internal and external meetings, agendas, minutes, and follow-up actions.
• Maintain strict confidentiality regarding all executive matters and strategic documents.

2. Communication & Correspondence

• Draft, review, and proofread letters, memos, reports, and formal correspondence.
• Prepare executive summaries, briefing notes, and meeting packs.
• Liaise with senior stakeholders, government entities, investors, and partners on behalf of management.
• Prepare communication materials including speeches, statements, and official announcements.

3. Document Management & Reporting

• Organize and maintain structured filing systems (digital & physical).
• Prepare weekly, monthly, and quarterly reports (KPIs, dashboards, project updates).
• Track pending tasks, submissions, and follow-ups to ensure deadlines are met.
• Review and format high-level documents for clarity and professionalism.

4. Advanced MS Office & Visualization

• Create professional presentations, dashboards, and business documents.
• Develop organization charts, workflows, and process maps (Visio or similar).
• Prepare spreadsheets, financial summaries, trackers, and KPI dashboards.
• Support the preparation of board packs and investor presentations.

5. Coordination Across the Holding Group

• Coordinate with subsidiaries, departments, and project teams to consolidate information.
• Assist in monitoring major real estate and construction project updates.
• Ensure smooth communication flow between top management and all internal teams.
• Support governance, compliance deadlines, and strategic planning activities.

6. Travel & Logistics Management

• Organize full travel arrangements (flights, visas, hotels, transportation).
• Prepare detailed travel itineraries and meeting schedules.
• Handle urgent last-minute changes professionally.

7. Professional Representation & Office Protocol

• Represent the Executive Office professionally when engaging with high-profile individuals.
• Ensure the office environment is organized and aligned with corporate standards.
• Assist in confidential HR matters and high-level communication tasks.

8. Personal Attributes Required

• Highly organized, proactive, and able to anticipate senior management needs.
• Excellent command of English (drafting, communication, writing).
• Strong discretion, judgment, and confidentiality.
• Ability to manage multiple priorities and work under pressure.
• Professional communication and strong interpersonal skills.
• High integrity, responsibility, and commitment.

Job Type: Full-time