Senior Executive Secretary Required in Bahrain

A Senior Executive Secretary provides high-level administrative support to executives and senior management within an organization. This role involves managing daily schedules, handling confidential information, coordinating meetings, and ensuring smooth communication between executives and other departments. The Senior Executive Secretary is expected to maintain a high level of professionalism, manage multiple tasks simultaneously, and anticipate the needs of the executive team. They play a critical role in helping executives focus on strategic tasks by efficiently handling administrative and operational responsibilities.

Salary	Market Competitive
Experience	7 – 8 Years
Location	Bahrain
Qualification	Any Graduation
Posted	25 September 2024
Job Type	Full-Time
Posted by	Habeebi Recruiter
last date to apply	apply within 15 days

Responsibilities

1. Executive Support and Calendar Management

The Senior Executive Secretary is responsible for managing the daily schedules of senior executives. This includes coordinating meetings, appointments, and travel arrangements while ensuring that the executive’s time is used effectively. They must anticipate scheduling conflicts and resolve them quickly, ensuring that high-priority tasks are prioritized. Additionally, the secretary provides reminders and briefs the executive on upcoming meetings, ensuring they are well-prepared.

2. Meeting Coordination and Documentation

A key part of this role involves coordinating and organizing meetings, including executive board meetings, departmental briefings, and client-facing engagements. The Senior Executive Secretary ensures that meeting agendas are prepared and distributed in advance, relevant documents are organized, and all logistical arrangements are in place. During meetings, the secretary may be required to take minutes, prepare follow-up action points, and distribute them to attendees, ensuring that all decisions are well-documented and tasks are tracked.

3. Communication and Correspondence Management

The Senior Executive Secretary manages all forms of communication on behalf of the executive, including emails, phone calls, and written correspondence. They prioritize and filter communications, ensuring that the executive’s inbox is well-organized and only critical issues are brought to their attention. The secretary also drafts responses and coordinates internal and external communications, ensuring that the executive maintains effective communication with key stakeholders.

4. Confidential Information Handling

In this role, the Senior Executive Secretary frequently handles sensitive and confidential information, including financial reports, contracts, and personnel matters. They must maintain the highest level of discretion and professionalism, ensuring that confidential information is stored securely and shared only with authorized individuals. Their ability to handle such information responsibly is crucial to maintaining the executive’s trust and ensuring compliance with organizational policies.

5. Travel Coordination

The Senior Executive Secretary is responsible for managing all aspects of executive travel, including booking flights, arranging accommodations, and coordinating transportation. They ensure that the executive’s travel itinerary is well-planned, taking into account time zones, meetings, and other commitments. The secretary may also handle travel-related expenses, prepare travel budgets, and submit expense reports on behalf of the executive, ensuring that all transactions are accurate and well-documented.

6. Project Management and Support

Beyond traditional administrative tasks, the Senior Executive Secretary may assist in managing specific projects or initiatives. This could involve coordinating cross-departmental tasks, tracking project milestones, and preparing progress reports for the executive. The secretary may also conduct research, gather data, and prepare presentations for internal or external stakeholders. Their role as a project coordinator ensures that tasks are completed on time and that the executive has the necessary information to make informed decisions.

7. Office Operations and Team Support

The Senior Executive Secretary often acts as a liaison between the executive office and other departments, ensuring smooth communication and operational efficiency. They may oversee general office management tasks, such as ordering supplies, coordinating with vendors, and ensuring that office equipment is functioning properly. Additionally, they provide administrative support to other members of the executive team, offering assistance with scheduling, document preparation, or general operational tasks as needed.

8. Event Planning and Coordination

In many organizations, the Senior Executive Secretary plays a vital role in organizing corporate events, conferences, or executive retreats. This includes coordinating venue bookings, catering, invitations, and travel arrangements for attendees. The secretary ensures that events are executed smoothly, with attention to detail and adherence to budget constraints. Their event management skills help create seamless experiences for both internal and external stakeholders.

9. Document Preparation and Proofreading

The Senior Executive Secretary is often tasked with preparing reports, presentations, and official documents on behalf of the executive. They must have excellent writing and proofreading skills to ensure that all materials are clear, accurate, and professional. Whether drafting correspondence, preparing financial reports, or finalizing presentations, the secretary ensures that documents are error-free and align with the organization’s standards.

Qualifications

• Bachelor’s degree in business administration or related field (preferred).
• Proven experience in an executive assistant or secretarial role, preferably at a senior level.
• Exceptional organizational skills with the ability to prioritize and manage multiple tasks.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office management software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Excellent time management skills and attention to detail.
• Strong problem-solving skills and the ability to work independently.
• Professional demeanor and the ability to interact effectively with senior executives and stakeholders.

A Senior Executive Secretary plays a vital role in ensuring the efficient operation of the executive office. Their ability to manage schedules, handle communications, and coordinate various administrative tasks allows senior leaders to focus on strategic priorities. The secretary’s proactive approach, attention to detail, and organizational skills contribute significantly to the smooth functioning of the executive team and the broader organization.

How to apply:

Send your updated resume to our email or directly reach us at our phone:

Email:   info@petro-staff.com

Telephone:   (403) 266-8988

Fax:  (403) 262-1310