H&C International
Beirut
Qatar

Job Title

Executive Secretary

Category

Wholesale/Retail

Country

Qatar

Location

Qatar

Status

Urgent

Salary

To Be Discussed

Description

Job Description An executive assistant, works closely with a senior manager or director to provide administrative support. They help managers to make the best use of their time by dealing with secretarial and administrative tasks. Responsibilities Executive assistants are often a manager & sgqts first point of contact with people from inside and outside the organisation. Typical work activities include: • screening telephone calls, enquiries and requests, and handling them when appropriate; • welcoming and looking after visitors; • organising and maintaining diaries and making appointments; • dealing with incoming email, faxes and post; • dealing with correspondence and writing letters, and taking dictation and minutes; • producing documents, briefing papers, reports and presentations; • carrying out background research and presenting findings into subjects the manager is dealing with; • organising and attending meetings, and ensuring the manager is well-prepared for meetings; • liaising with clients, suppliers and other staff; • standing in for the manager and making decisions and delegating work to others in their absence; • devising and maintaining office systems to deal efficiently with paper flow; • organising and storing paperwork, documents and computer-based information; • arranging travel and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings, or to provide general assistance during presentations. In addition to supporting managers, their team and departments, many PAs also have their own workload and responsibilities. The scope of the PA&sgqts role can be extensive and additional duties may include: • carrying out specific projects and research; • responsibility for accounts and budgets; • taking on some of the manager&sgqts responsibilities and working more closely with management; • being involved in the decision-making process. Some executive assistants will undertake all of the secretarial work themselves, whilst others will take responsibility for recruiting and training junior staff and will delegate some work (excluding confidential work) to them. Minimum Requirements Ability to maintain confidentiality Judgement Discretion Communication skills