Secretary

Position Overview

We are seeking a highly organized and professional Secretary to the Chief Operating Officer (COO) to provide exceptional administrative and secretarial support. This pivotal role ensures the seamless operation of the COO’s office by managing schedules, coordinating high-level meetings, and facilitating effective communication between the COO and key stakeholders. The ideal candidate will possess a blend of administrative expertise, discretion, and strong interpersonal skills to thrive in a fast-paced corporate environment.

Key Responsibilities

• Calendar and Schedule Management: Oversee the COO’s calendar, including appointments, meetings, and travel arrangements, ensuring optimal time allocation and minimal scheduling conflicts.
• Meeting Coordination: Organize and facilitate executive meetings by preparing agendas, taking detailed minutes, distributing follow-up materials, and tracking action items to ensure timely completion.
• Correspondence Handling: Manage incoming and outgoing communications, including emails, letters, and calls, with a high degree of professionalism, confidentiality, and attention to detail.
• Document Preparation: Draft, edit, and format business documents such as reports, presentations, memos, and executive briefings to support the COO’s decision-making processes.
• Records and Filing Systems: Maintain organized and secure filing systems for confidential documents, ensuring compliance with data protection policies and easy retrieval of information.
• Stakeholder Communication: Act as a liaison between the COO and internal departments, clients, and external partners, ensuring clear and efficient communication channels.
• Task and Deadline Management: Monitor pending tasks, track deadlines, and follow up on action items to ensure operational efficiency and adherence to schedules.
• Travel and Expense Coordination: Arrange business travel logistics, including flights, accommodations, and expense documentation, while ensuring compliance with company policies.
• Event and Meeting Support: Assist in planning and executing executive meetings, corporate events, and operational activities to enhance the COO’s productivity and visibility.
• Additional Administrative Duties: Perform other tasks as assigned by the COO to support the overall functioning of the office.

Qualifications and Skills

To excel in this role, candidates must meet the following requirements:

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: Minimum of five years of progressive experience in a secretarial or executive assistant role, preferably supporting senior management in a corporate environment.
• Language Proficiency: Fluent written and verbal communication skills in English; proficiency in Arabic is a valuable asset.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with executive support software.
• Soft Skills: Exceptional organizational abilities, strong time management, and the capacity to multitask in a high-pressure environment. Demonstrated professionalism, discretion, and integrity are essential.

Key Competencies

• Exceptional organizational and prioritization skills to manage complex schedules and multiple tasks.
• Strong written and verbal communication skills to convey information clearly and professionally.
• Meticulous attention to detail to ensure accuracy in documents, records, and communications.
• Ability to work independently, anticipate needs, and proactively resolve issues.
• Professional demeanor with a commitment to maintaining confidentiality and integrity.
• Resilience and adaptability to thrive in a dynamic corporate setting.

Working Conditions

This is a full-time, office-based position with occasional flexibility to accommodate executive meetings or business requirements outside standard working hours. The role demands a high level of professionalism, discretion, and the ability to maintain composure under pressure while delivering exceptional support to the COO.