Secretary (Female Arabs Only) Required in Kuwait

The Secretary plays a vital role in supporting the daily administrative operations of the office. This position is specifically tailored for Female Arab candidates who bring cultural insight and language skills that are valuable for interacting with clients and colleagues in the region. The Secretary acts as the primary point of contact for internal and external communications, manages schedules, handles correspondence, and ensures efficient office management. This role requires a professional who is highly organized, detail-oriented, and capable of multitasking in a dynamic work environment.

Salary	Market Competitive
Experience	1 – 2 years
Location	Kuwait
Qualification	Any
Posted	14 November 2024
Job Type	Full-Time
Posted by	Habeebi Recruiter
last date to apply	apply within 15 days

Key Responsibilities

1. Administrative Support

The Secretary provides essential administrative support to senior management and various departments within the organization. This includes preparing documents, handling correspondence, and maintaining filing systems. The Secretary is responsible for drafting emails, letters, and memos, ensuring that all communication is clear, professional, and delivered promptly. By efficiently managing these tasks, the Secretary helps maintain the smooth flow of office operations.

2. Scheduling and Calendar Management

One of the primary duties of the Secretary is to manage the schedules of executives and senior staff members. This involves coordinating meetings, appointments, and travel arrangements. The Secretary must maintain an organized calendar, prevent scheduling conflicts, and provide timely reminders to ensure that all appointments are kept. Effective calendar management is crucial for optimizing the time and productivity of senior management.

3. Handling Phone Calls and Communication

The Secretary is responsible for answering and directing phone calls to the appropriate individuals or departments. They handle inquiries, take messages, and provide information as needed. The Secretary must have excellent communication skills in both Arabic and English to effectively assist clients and colleagues, addressing their needs with professionalism and courtesy. This bilingual capability is particularly valuable in a region with diverse language requirements.

4. Document Preparation and Record Keeping

The Secretary prepares various documents, such as reports, presentations, and meeting minutes. They ensure that all documents are formatted correctly, contain accurate information, and are ready for distribution. Additionally, the Secretary is responsible for maintaining organized records and filing systems, both digital and physical, making it easy to retrieve information when needed. This attention to detail helps the organization stay organized and compliant with record-keeping standards.

5. Client and Visitor Reception

As a key point of contact, the Secretary greets clients, visitors, and business partners, ensuring they feel welcome and attended to. They assist visitors with signing in, direct them to the appropriate meeting rooms, and notify relevant staff of their arrival. The Secretary must present a professional and friendly demeanor, as they often represent the company’s image to external guests.

6. Coordinating Travel and Events

The Secretary is responsible for making travel arrangements for executives and staff, including booking flights, accommodations, and transportation. They also assist in organizing company events, meetings, and conferences. This involves coordinating logistics, sending invitations, and ensuring that all necessary arrangements are in place. By managing these details, the Secretary helps ensure the success of company events and business trips.

7. Confidentiality and Discretion

Handling sensitive information is a critical aspect of the Secretary’s role. They must exercise a high level of confidentiality and discretion when dealing with internal documents, communications, and client information. Trustworthiness and professionalism are essential, as the Secretary often has access to confidential business details and personal data.

Qualifications and Skills

• Language Proficiency: Fluent in Arabic and English (both written and spoken).
• Education: A high school diploma or equivalent is required; a diploma or degree in business administration is preferred.
• Experience: Prior experience in a secretarial or administrative role is highly desirable.
• Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
• Organizational Skills: Excellent time management, multitasking, and organizational abilities.
• Communication Skills: Strong interpersonal and communication skills, with a professional and friendly demeanor.
• Attention to Detail: High level of accuracy and attention to detail in all tasks.
• Discretion and Confidentiality: Ability to handle sensitive information with the utmost confidentiality.

Work Environment

The Secretary typically works in an office environment, where they have access to the necessary tools and technology to perform their duties. The role may involve interacting with a wide range of people, from senior executives to clients and suppliers. The work schedule generally follows standard business hours, but flexibility may be required depending on the needs of the organization. This position is ideal for candidates who are well-organized, reliable, and have a strong understanding of both local cultural norms and business practices.

This role provides an opportunity to develop skills in office management, client relations, and administrative support, offering a valuable experience for career growth in administrative and executive support roles.

How to apply:

Send your updated resume to our email:

Email:   aturaat@gmail.com