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executive secretary

HGM (Hospitality Group)

EXECUTIVE SECRETARY (With Food and Beverage Experience)As Executive Secretary, you will play a crucial role in ensuring the smooth and efficient operation of the office or organization you work for. You will provide administrative and clerical support to management, staff, and clients, helping to create a productive and organized work environment. Your responsibilities will include managing communication, organizing files, scheduling appointments, and assisting with various administrative tasks as needed.Executive Secretary Job Duties:<ul><li>Represents the Director of Operations, Owner and reviewing correspondence; arranging corporate functions; answering questions and meeting requests directed to the Executive Management</li><li>Provide administrative and clerical support to the Board of Directors, Executive Management and Owner.</li><li>Arranges corporate travel and meetings by developing itineraries and agendas; scheduling the flights; booking other transportation; arranging lodging and meeting accommodations for the Executive Management and Family of the Owner</li><li>Upholding legal documents of the company</li><li>Communication and correspondence to all departments</li><li>Manage the daily/weekly/monthly agenda and arrange new meetings and appointments for the Executive Management</li><li>Manage communication including emails and phone calls</li><li>Provide administrative and clerical support to ensure the efficient operation of the office.</li><li>Create, edit, and proofread documents, reports, and correspondence.</li><li>Maintain organized physical and electronic files, records, and databases.</li><li>Manage incoming and outgoing communications, including calls and emails.</li><li>Schedule appointments, meetings, and coordinate calendar activities.</li><li>Assist in travel arrangements, expense tracking, and reimbursement processing.</li><li>Perform various administrative tasks and special projects as assigned.</li></ul>Executive Secretary Skills and Qualifications:<ul><li>Only Female Candidate will be accepted</li><li>Good time-management skills</li><li>Ability to multi-task</li><li>Willing to work longer hours as required</li><li>Strong interpersonal and communication skills</li><li>Must be tidy and organized</li><li>Trustworthy, able to respect confidentiality.</li><li>Good working knowledge of MS Excel, Word, &amp; PowerPoint.</li><li>Proven experience as a secretary or administrative assistant.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).</li></ul>Job Type: Full-timeWork Location: In person

Executive Secretary

Ariane Holding

* Administrative Support: Provide comprehensive administrative support, including managing calendars, scheduling meetings, arranging travel, preparing documents, and handling correspondence.* Communication Management: Serve as the primary point of contact for internal and external stakeholders, screen incoming communications, prioritize requests, and facilitate communication flow between the various departments or individuals.* Meeting Coordination: Plan, coordinate, and organize meetings, conferences, and events attended by the CEO/ C level, including preparing agendas, coordinating logistics, taking minutes, and following up on action items* Information Management: Maintain accurate and up-to-date records, files, and databases, including confidential information related to the CEO's / C level activities, projects, and contacts.* Documentation and Reporting: Prepare and edit reports, presentations, memos, and other documents as requested by the CEO / C level, ensuring accuracy, quality, and adherence to deadlines.* Relationship Management: Build and maintain positive relationships with key stakeholders, including board members, senior executives, clients, partners, and external contacts, representing the CEO / C level professionally at all times.* Confidentiality and Discretion: Handle confidential and sensitive information with the utmost discretion, integrity, and confidentiality, following company policies and protocols.* Project Coordination: Assist in coordinating special projects, initiatives, and strategic priorities led by the CEO / C-Level, providing administrative support, research, and coordination as needed.* Follow-Up and Action Items: Track action items, deadlines, and commitments made by the CEO / C Level, ensuring timely follow-up, reminders, and coordination with relevant parties.* Continuous Improvement: Identify opportunities for process improvement, efficiency enhancement, and organizational effectiveness within the executive office, contributing to a positive and productive work environment.Requirements:* Bachelor's degree of Commerce, management or equivalent* Proven experience as an executive secretary, executive assistant, or similar role supporting C-level executives.* 5+ years of related experience required in working in an executive assistant role supporting C-level executives.* Strong organizational skills, attention to detail, and the ability to multitask and prioritize tasks effectively.* Excellent written and verbal communication skills, including professional etiquette and diplomacy.* Proficiency in office productivity software (e.g., Microsoft Office Suite, Google Workspace) and digital communication tools.* Discretion, integrity, and the ability to handle confidential information with professionalism and sensitivity.* Strong problem-solving skills, adaptability, and the ability to work independently and collaboratively in a fast-paced environment.Job Type: Full-timeApplication Question(s):<ul><li>how long is your notice period?</li><li>What is your expected salary ( Full Package)? </li></ul>Experience:<ul><li>Secretarial : 3 years (Required)</li></ul>Language:<ul><li>English (Required)</li></ul>Location:<ul><li>Doha (Required)</li></ul>Work Location: In person

Executive Secretary - Female

Beverly Hills Maintenance

Job SummaryWe are seeking a highly organized, proactive, and detail-oriented Executive Secretary to provide comprehensive administrative and coordination support to the Finance and Administration departments. The ideal candidate will be efficient, discreet, and capable of managing multiple responsibilities while maintaining a high level of professionalism.Key Responsibilities -Executive &amp; Administrative Support<ul><li>Provide high-level secretarial support to senior management</li><li>Manage calendars, schedule meetings, and coordinate appointments</li><li>Prepare correspondence, reports, presentations, and official documents</li><li>Maintain organized filing systems (electronic and physical)</li><li>Handle confidential information with utmost discretion</li></ul>Finance Coordination<ul><li>Assist in preparing financial documents, reports, and spreadsheets</li><li>Coordinate with the finance team for invoice tracking, payments, and documentation</li><li>Maintain records of expenses, petty cash, and basic financial data</li><li>Follow up on approvals, submissions, and financial deadlines</li><li>Liaise with banks for various transactions and documentation, including account-related matters, cheque processing, fund transfers, and timely follow-ups; manage and coordinate online banking activities such as CIB workflow approvals, submissions, and tracking of transactions to ensure accuracy and compliance</li></ul>Administration Support<ul><li>Coordinate office operations and ensure smooth daily functioning</li><li>Liaise with internal departments and external stakeholders</li><li>Support procurement processes, vendor communication, and documentation</li><li>Monitor office supplies and handle administrative requests</li></ul>Communication &amp; Coordination<ul><li>Screen calls, emails, and correspondence on behalf of management</li><li>Act as a point of contact between management and staff</li><li>Ensure timely follow-ups on tasks, approvals, and pending matters</li></ul>Key Requirements<ul><li>Female candidate preferred</li><li>Bachelor&rsquo;s degree in Business Administration, Finance, or a related field is mandatory</li><li>Minimum 2&ndash;5 years of experience in a similar role</li><li>Strong understanding of administrative and basic finance functions</li><li>Excellent communication skills (English required; Arabic is an advantage)</li><li>Proficient in MS Office (Word, Excel, PowerPoint, Outlook)</li><li>Strong organizational and multitasking abilities</li></ul>Key Competencies<ul><li>Highly proactive and self-motivated</li><li>Strong attention to detail and accuracy</li><li>Ability to handle pressure and meet deadlines</li><li>Professional, presentable, and well-organized</li><li>High level of integrity and confidentiality</li></ul>Job Type: Full-timeWork Location: In person

Executive Secretary (Female) – Finance & Administration Support

QNB Group

<div>
 
 About QNB
 
 
 
 Established in 1964 as the country&rsquo;s first Qatari-owned commercial bank, QNB Group has steadily grown to become the largest bank in the Middle East and Africa (MEA) region.
 
 
 QNB Group&rsquo;s presence through its subsidiaries and associate companies extends to more than 31 countries across three continents providing a comprehensive range of advanced products and services. The total number of employees is more than 28,000 serving up to 20 million customers operating through 1,000 locations, with an ATM network of 4,300 machines.
 
 
 QNB has maintained its position as one of the highest rated regional banks from leading credit rating agencies including Standard &amp; Poor&rsquo;s (A), Moody&rsquo;s (Aa3) and Fitch (A+). The Bank has also been the recipient of many awards from leading international specialised financial publications.
 
 
 Based on the Group&rsquo;s consistent strong financial performance and its expanding international presence, QNB currently ranks as the most valuable bank brand in the Middle East and Africa, according to Brand Finance Magazine.
 
 
 QNB Group has an active community support program and sponsors various social, educational and sporting events.
 
 
 
 Summary
 
 
 
 The role of the Secretary is primarily to support the Senior Leadership Team in day to day tasks by providing secretarial and administrative assistance, and secondly to assist the Senior Leadership Team where required. The role of the Secretary is to ensure that the good image of QNB is enhanced through efficient and timely actions.
 
 
 The successful candidate will be highly efficient &amp; well organized, with attention to detail and the capability of anticipating needs, taking the initiative to resolve issues/implement improvements. will demonstrate an engaging, positive personality with good interpersonal skills - a proven team player. will be able to evidence good judgement and adaptability in managing the day-to-day workflow and prioritizing various projects. will be proficient in using quality, professional oral and written skills to project a positive image of the business, to interact professionally with clients and associates at all times and to promptly respond to requests with accuracy and a courteous demeanour.
 
 
 
 Experience
 
 
 
 <ul>
 <li>
 Provide support to the Senior Leadership Team in their day to day tasks, organising agendas, trips, writing mails/couriers and preparation of documents/meeting materials, presentations and assisting on general Branch administration matters
 </li>
 <li>
 Interact proactively with the various departments within the Branch and the Head Office to ensure smooth communication.
 </li>
 <li>
 Arrange regular travel itineraries &ndash; flights, hotels, cars etc., and prepare materials and itineraries for those trips.
 </li>
 <li>
 Manage complex diaries and organize internal and external meetings, including client meetings, senior management functions, and video/conferences calls. In addition, you will handle incoming and outgoing correspondence.
 </li>
 <li>
 Provide support to senior VIP visits to Head Office including travel logistics and schedules etc.
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 Bachelor Degree
 </li>
 <li>
 5+ years of experience out of which a minimum of 2 years at a similar executive level
 </li>
 <li>
 Demonstrate Secretarial / PA experience within a service oriented organization, preferably in the financial services industry.
 </li>
 <li>
 Evidence having supported a busy personal and professional schedule of a senior manager who is travelling, as well as managing the demanding needs of a team.
 
 
 </li>
 </ul>
 Note: you will be required to attach the following:
 
 
 <ul>
 <li>
 Resume/CV
 </li>
 <li>
 Copy of Passport or QID
 </li>
 <li>
 Copy of Education Certificate
 </li>
 </ul>
</div>

QNB3397 - Secretary

Al Jazeera Media Network

<div>
 
 Description
 
 
 
 
 Position at Al Jazeera Media Network
 
 
 
 
 Al Jazeera Media Network are seeking an experience Administration professional to join their team in Qatar.
 
 
 
 
 The Ideal Candidate Should Meet The Below Criteria
 
 
 
 <ul>
 <li>
 Valid QID/ Residency permit
 </li>
 <li>
 Bilingual: Arabic and English
 </li>
 <li>
 Experience: 3 years in Administration Field
 </li>
 <li>
 Education: Bachelor Degree in Business Administration
 
 
 </li>
 </ul>
 
 Administration
 
 
 
 <ul>
 <li>
 Oversees all Operational matters (including IT, HR and Premises)
 </li>
 <li>
 Supports the editorial team in relation to field operations and other activities as required.
 </li>
 <li>
 Provide operational administrative and logistics support for News team
 </li>
 <li>
 Handle the administration and maintenance of the Bureau's infrastructure
 </li>
 <li>
 Responsible for identifying governance issues e.g. in Accounting Standards, Health &amp; Safety.
 </li>
 <li>
 Ensures the bureau is in compliance with local law and Al Jazeera policies and procedures
 </li>
 <li>
 Oversees integrity, protection and effectiveness of the database; reconciliation of all related.
 </li>
 <li>
 Work closely with Procurement and ensures the best practices, and get approvals as per TOFA
 </li>
 <li>
 Coordinate with the banks, legal advisors, insurance brokers, IT and other professional advisors.
 </li>
 <li>
 Responsible for Risk Management and Contingency Planning / Disaster Recovery.
 </li>
 <li>
 Coordinate the shipping of all bureau equipment &amp; secure required documentation
 </li>
 <li>
 Sustain proper and accurate filing and tracking records for Administrative subjects
 </li>
 <li>
 Assist employees and refer them to the concerned person or department for any inquiries
 </li>
 <li>
 Arrange business travel arrangements for team members and visitors
 </li>
 <li>
 Prepare reports as required by International Services manager or Regional Director
 </li>
 <li>
 Supervise cleaning contractor and security contractor, and Maintenance by following procedures,
 </li>
 <li>
 Receive, direct and relay telephone messages and fax messages. - if there is no bureau secretary
 </li>
 <li>
 Handle the collection and delivery of mail - if there is no bureau secretary
 </li>
 <li>
 Assist in the planning and preparation of meetings, conferences and conference telephone calls.
 </li>
 <li>
 Responsible for the financial &amp; management reporting processes in Bureau, ensuring the availability of timely and relevant information for the respective regional Hub.
 
 
 </li>
 </ul>
 
 Education &amp; Experience
 
 
 
 <ul>
 <li>
 Experience: 3 years in a related field.
 </li>
 <li>
 Education: Bachelor Degree in Business Administration
 </li>
 </ul>
</div>

Officer – MEA Bureaus Administration IGS

Qatar Foundation

<div>
 
 
 Executive Board Coordination:
 
 
 <ul>
 <li>
 Oversee the scheduling and organization of board meetings, ensuring that all logistical details are meticulously planned and executed.
 </li>
 <li>
 Develop comprehensive agendas in collaboration with the Hiring Manager, ensuring alignment with strategic objectives and priorities.
 </li>
 <li>
 Distribute meeting materials in a timely and efficient manner, ensuring all board members are well prepared.
 </li>
 <li>
 Document detailed and accurate minutes during board meetings, capturing key discussions, decisions, and action items for future reference.
 </li>
 <li>
 Manage the review and approval process for minutes and decisions, ensuring accuracy and adherence to governance standards.
 </li>
 <li>
 Coordinate with the Translation and Interpretation Institute (TII) to ensure accurate translation of materials and communications as needed.
 </li>
 <li>
 Manage the Board Affairs team and the Board Champions to ensure their excellence execution of their roles.
 </li>
 </ul>
 
 
 Strategic Board Engagement:
 
 
 <ul>
 <li>
 Design and implement tailored engagement plan for board members, fostering strong relationships and active participation.
 </li>
 <li>
 Facilitate meaningful interactions between board members and key stakeholders, gathering valuable feedback and insights to inform board decisions.
 </li>
 <li>
 Ensure effective communication channels are maintained, enabling seamless information flow and collaboration.
 </li>
 </ul>
 
 
 Annual Planning and Coordination:
 
 
 <ul>
 <li>
 Develop and maintain the Board&rsquo;s annual calendar, scheduling key meetings, events, and activities to align with organizational goals and milestones.
 </li>
 </ul>
 
 
 Meeting and Event Management:
 
 
 <ul>
 <li>
 Prepare or review detailed seating charts and supervise arrange meeting rooms to create a professional and conducive environment for board meetings.
 </li>
 <li>
 Conduct thorough pre-meeting research on relevant topics, providing comprehensive background information and context for board discussions.
 </li>
 <li>
 Manage the process of ensuring end to end meeting preparations, execution, logistical arrangements and post actions are effectively and efficiently implemented.
 </li>
 </ul>
 
 
 Performance Evaluation and Improvement:
 
 
 <ul>
 <li>
 Organize and facilitate board evaluations and assessments, ensuring a structured approach to performance review and continuous improvement.
 </li>
 <li>
 Analyze feedback from evaluations to identify areas for development and implement action plans to enhance board effectiveness.
 </li>
 <li>
 Collaborate with board members and senior leadership to incorporate feedback into strategic planning and decision-making processes.
 </li>
 </ul>
 
 
 Stakeholder and Affiliate Coordination:
 
 
 <ul>
 <li>
 Act as the primary liaison for coordinating the affairs and activities of Boards and Committees of Qatar Foundation Affiliated Entities.
 </li>
 <li>
 Promote the sharing of best practices and collaborative initiatives across different entities, fostering a cohesive and unified approach.
 </li>
 <li>
 Ensure effective communication and alignment between the Board of Directors and affiliated entities, supporting the achievement of common goals.
 </li>
 </ul>
 
 
 Research and Analysis:
 
 
 <ul>
 <li>
 Conduct in-depth research on topics relevant to board discussions, providing well-informed insights and recommendations.
 </li>
 <li>
 Stay informed about industry trends, regulatory changes, and best practices in corporate governance to support informed decision-making.
 </li>
 <li>
 Prepare detailed reports and presentations for board members, synthesizing complex information into clear and actionable insights.
 </li>
 <li>
 Review research briefs, reports, studies, and presentations prepared by the team or as requested by the Hiring Manager.
 </li>
 </ul>
 
 
 Confidentiality and Compliance:
 
 
 <ul>
 <li>
 Uphold the highest standards of confidentiality and integrity in all board-related activities and communications.
 </li>
 <li>
 Ensure compliance with organizational policies, governance frameworks, and legal requirements.
 </li>
 <li>
 Maintain accurate and up-to-date records of all board activities, ensuring transparency and accountability.
 </li>
 <li>
 Other reasonable tasks as assigned by supervisor.
 </li>
 </ul>
 
 
 
 
 
 Minimum Knowledge, Skills &amp; Experience:
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in a relevant field, preferably Law. Master&rsquo;s Degree in desirable.
 </li>
 <li>
 8-10 years of relevant full-time work experience, 3 of which at a supervisory level.
 </li>
 <li>
 Training on effective Corporate Secretary and Governance is desirable.
 </li>
 <li>
 In-depth knowledge of board governance and development, board meeting operations, and board records management.
 </li>
 <li>
 Exceptional communication, organizational and time-management skills.
 </li>
 <li>
 Ability to manage multiple priorities and deadlines in a fast-paced environment.
 </li>
 <li>
 Strong analytical and research skills.
 </li>
 <li>
 Excellent interpersonal skills with the ability to engage effectively with senior executives and stakeholders.
 </li>
 <li>
 High degree of professionalism, discretion, and confidentiality.
 </li>
 <li>
 Strong leadership and team management skills.
 </li>
 <li>
 Attention to detail and a commitment to accuracy and quality.
 </li>
 <li>
 Proactive and able to work independently with minimal supervision.
 </li>
 <li>
 Excellent writing skills with the ability to draft and edit a variety of written reports and communications and to articulate ideas clearly and concisely; Arabic proficiency is an advantage.
 </li>
 <li>
 Proficiency in MS Office applications.
 </li>
 </ul>
 
 
</div>

Manager Board Affairs (Qatarization)

Al Tamimi

<div><div>Role: Secretary (Legal) - Maternity Cover
</div>Reporting line: Team Leader
Requirements:
<ul><li>5+ years of secretarial experience with a professional services company
</li><li>Familiarity with legal documents and terminology
</li><li>Excellent knowledge of MS Office programs (Word, PowerPoint, Excel, and Outlook)
</li><li>Experience with legal technology (document management systems, transcription software, dictaphone, etc)
</li><li>Superior written and oral communication skills in English
</li><li>Ability to work with a team of lawyers and other colleagues
</li><li>Outstanding time-management and accurate typing skills
</li><li>Capability to effectively prioritize and meet deadlines
</li><li>Strong interpersonal skills with an ability to build relationships with senior executives
</li><li>Good problem-solving and decision-making skills
</li><li>Exceptional organizational skills
</li><li>Demonstrate a courteous and professional demeanor
</li></ul>Duties &amp; Responsibilities:
<ul><li>Provide administrative support to one or more lawyers
</li><li>Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and where needed, graphics
</li><li>Assist associates with processing, amending, and proofreading legal documents and in some cases, courtroom procedures
</li><li>Participate in the billing process by preparing invoices, reimbursable expenses and tracking client payments and billing queries with finance
</li><li>Maintains lawyer&rsquo;s calendars by planning and scheduling conferences, teleconferences, meetings, and making travel arrangements
</li><li>File, organize, scan, copy and fax legal documents promptly
</li><li>Screen, direct, and prioritize incoming calls and emails to lawyers
</li><li>Adhere to the Firm&rsquo;s policies and procedures
</li></ul>Relationships:
<ul><li>Lawyers
</li><li>Team Leader
</li><li>Business Support Teams
</li><li>Secretaries
</li></ul>Diversity, Equity &amp; Inclusion :
<ul><li>Essential to our success as a regional law firm is our ability to attract and retain the best talent from a diverse range of backgrounds. We are committed to a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.
</li><li>We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved.
</li><li>Al Tamimi &amp; Company is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability.</li></ul></div>

Secretary (Maternity Cover)

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