The Secretary (Female Arabs Only) is responsible for providing administrative support to senior management or departments within an organization. This role involves a variety of clerical and organizational tasks to ensure smooth office operations. The Secretary is expected to manage schedules, handle correspondence, organize meetings, and maintain office records. The ideal candidate will be a proactive, well-organized, and detail-oriented individual with strong communication and interpersonal skills. Additionally, familiarity with office equipment and computer systems is essential for this role.
| Salary | Market Competitive |
| Experience | 2 – 5 years |
| Location | Kuwait |
| Qualification | Bachelor’s degree |
| Posted | 18 November 2024 |
| Job Type | Full-Time |
| Posted by | Habeebi Recruiter |
| last date to apply | apply within 15 days |
Key Responsibilities
1. Managing Executive Schedules and Appointments
The Secretary is responsible for managing the calendar of executives or senior management, scheduling appointments, meetings, and events. They ensure that all appointments are timely, well-organized, and aligned with the priorities of the executive team. This includes coordinating with internal teams, clients, and external stakeholders to schedule meetings and ensure all logistical aspects are taken care of.
2. Handling Correspondence and Communication
A critical responsibility of the Secretary is managing incoming and outgoing communication, including emails, phone calls, and letters. The Secretary ensures that all messages are accurately recorded, routed to the appropriate person, and responded to in a timely and professional manner. They also draft, proofread, and edit correspondence, ensuring clarity and professionalism in communication.
3. Organizing Meetings and Events
The Secretary plays a key role in organizing meetings, conferences, and events for senior management. This includes preparing agendas, coordinating meeting logistics, reserving venues, and arranging catering or other services as required. The Secretary ensures that all materials are prepared in advance, such as presentations, reports, and other documentation needed for the meeting.
4. Filing and Document Management
The Secretary is responsible for maintaining and organizing both physical and electronic filing systems. They ensure that important documents, contracts, reports, and records are properly stored, easily accessible, and up to date. Effective document management is critical for maintaining an organized office and ensuring compliance with company policies and regulations.
5. Office Administration and Support
The Secretary provides general office administrative support, such as ordering office supplies, coordinating with vendors, managing office equipment, and ensuring that the office runs smoothly. They may also assist with travel arrangements, expense reports, and other administrative tasks as needed. Their attention to detail helps keep the office environment efficient and well-organized.
6. Providing Support to Management and Staff
The Secretary acts as a key support person for the management team and other staff members. This may involve preparing reports, conducting research, and assisting in various tasks as required. The Secretary helps manage the workload of the executives by taking on administrative responsibilities, allowing them to focus on higher-level tasks and decision-making.
7. Maintaining Confidentiality and Professionalism
The Secretary is trusted with confidential information and must handle all company data with discretion and integrity. They are expected to maintain a high level of professionalism in all interactions, both internally and externally, ensuring that the organization’s reputation is upheld. This includes respecting confidentiality agreements and handling sensitive materials with care.
8. Acting as a Liaison
The Secretary serves as a liaison between management and other departments, clients, or external partners. They coordinate communication, relay messages, and follow up on tasks to ensure that all parties are aligned. The Secretary’s role is crucial in maintaining effective relationships across the organization.
Qualifications and Skills
- A high school diploma or equivalent; a degree in Business Administration or a related field is a plus.
- Proven experience as a secretary, administrative assistant, or in a similar administrative role.
- Strong organizational and time management skills.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent communication skills, both verbal and written.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Strong attention to detail and accuracy.
- Professional demeanor and the ability to interact effectively with all levels of staff.
- Fluency in Arabic and English (both spoken and written).
- Experience with office equipment and management systems.
- Knowledge of office protocols and confidentiality standards.
The Secretary (Female Arabs Only) plays a vital role in supporting the administrative functions of the office, contributing to the overall efficiency of the team. This position is ideal for someone who thrives in a structured environment, enjoys organizing and supporting executives, and is looking for an opportunity to work in a dynamic and professional setting.
How to apply:
Send your updated resume to our email:
Email: aturaat@gmail.com