Personal Secretary Required in Doha, Qatar

A Personal Secretary provides administrative and organizational support to an individual, often a senior executive or manager, helping them manage their time, tasks, and communications efficiently. The Personal Secretary is responsible for handling a variety of duties, such as managing schedules, organizing meetings, arranging travel, and ensuring smooth communication between the executive and other stakeholders. This role requires excellent organizational, communication, and multitasking skills, along with discretion and professionalism, as the secretary is often privy to confidential information.

Salary	Market Competitive
Experience	3 years
Location	Doha, Qatar
Qualification	Basic
Posted	14 September 2024
Job Type	Full-Time
Posted by	Habeebi Recruiter
last date to apply	apply within 15 days of posting

Key Responsibilities

1. Managing Schedules and Appointments

A primary duty of the Personal Secretary is managing the executive’s calendar, ensuring all appointments, meetings, and events are scheduled efficiently. This includes coordinating with other departments or external contacts to arrange meetings, rescheduling appointments when necessary, and ensuring that the executive is well-prepared for each engagement. The secretary must prioritize tasks to optimize the executive’s time and handle any conflicts that may arise in scheduling.

2. Handling Correspondence and Communication

The Personal Secretary manages the executive’s incoming and outgoing communications, including emails, phone calls, and letters. They filter messages, respond on behalf of the executive when appropriate, and ensure that urgent matters are brought to their attention. The secretary often drafts emails, letters, reports, and other documents, ensuring that communication is professional, clear, and timely. Additionally, they act as a liaison between the executive and internal teams or external stakeholders.

3. Organizing Meetings and Preparing Agendas

The Personal Secretary is responsible for organizing meetings, which involves coordinating schedules, booking meeting rooms or venues, and preparing agendas. They may also be tasked with preparing presentations, taking minutes during meetings, and distributing follow-up materials. The secretary ensures that the executive has all necessary materials and information for meetings, allowing them to focus on decision-making and strategy.

4. Managing Travel Arrangements

When the executive needs to travel for business, the Personal Secretary handles all the arrangements. This includes booking flights, hotels, ground transportation, and preparing detailed travel itineraries. The secretary ensures that all travel plans are cost-effective, time-efficient, and aligned with the executive’s preferences. In case of travel disruptions, they quickly make alternative arrangements to ensure minimal inconvenience.

5. Maintaining Confidentiality and Discretion

A crucial responsibility of the Personal Secretary is maintaining confidentiality and handling sensitive information with the utmost discretion. The secretary is often privy to confidential business decisions, financial data, or personal matters, and it is vital that they safeguard this information. Trust and reliability are key qualities, as the secretary acts as a gatekeeper for sensitive communications and decisions.

6. Filing and Organizing Documents

The Personal Secretary is responsible for maintaining an organized filing system for both physical and digital documents. This includes managing contracts, reports, meeting notes, and other important paperwork. The secretary ensures that documents are easily accessible when needed and that they are stored in compliance with any relevant data protection regulations.

7. Assisting with Personal Tasks

In addition to professional responsibilities, the Personal Secretary may be asked to assist with personal tasks for the executive, such as organizing personal appointments, managing household matters, or handling specific personal requests. These tasks require flexibility and a willingness to adapt to the individual needs of the executive.

Qualifications and Skills

• Proven experience as a Personal Secretary, Executive Assistant, or in a similar administrative role
• Excellent organizational and time-management skills
• Strong written and verbal communication abilities
• Discretion and confidentiality in handling sensitive matters
• Proficiency in office software (e.g., Microsoft Office, Google Workspace) and scheduling tools
• Ability to multitask and manage multiple priorities in a fast-paced environment
• Professional demeanor and excellent interpersonal skills
• High attention to detail and problem-solving skills
• A degree or diploma in business administration, secretarial studies, or a related field is preferred

The role of a Personal Secretary is dynamic and requires an individual who is proactive, efficient, and capable of managing diverse tasks. This role is critical in ensuring that the executive’s professional and personal life runs smoothly, allowing them to focus on strategic decisions and leadership responsibilities.

How to apply:

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

Email:  info@p-laundry.com

Telephone:   +974 3340 0046