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 smooth and efficient operation of the COO’s office by managing schedules, coordinating high-level meetings, and facilitating seamless communication between the COO and internal and external stakeholders. The ideal candidate will possess a blend of administrative expertise, discretion, and strong interpersonal skills to support executive decision-making and operational excellence.

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 coordinate executive meetings, prepare detailed agendas, take comprehensive minutes, and follow up on action items to ensure accountability and progress.
• Correspondence Handling: Manage incoming calls, emails, and correspondence with the utmost professionalism and confidentiality, ensuring timely and accurate responses.
• Document Preparation: Draft, edit, and prepare high-quality business documents, including letters, presentations, reports, and other materials required for executive decision-making.
• Records and Filing Management: Maintain organized and secure filing systems for confidential documents, records, and operational files, ensuring compliance with data protection policies.
• Stakeholder Communication: Act as a liaison between the COO and internal departments, clients, and external partners, facilitating clear and efficient communication channels.
• Task Tracking and Follow-Up: Monitor deadlines, track pending tasks, and ensure timely follow-up on critical initiatives to support operational efficiency.
• Travel and Expense Coordination: Arrange business travel logistics, including flights, accommodations, and expense documentation, while adhering to company policies and budgetary guidelines.
• Event and Meeting Support: Assist in planning and executing executive meetings, events, and operational activities, ensuring all logistical and administrative requirements are met.
• Additional Administrative Duties: Perform other tasks as assigned by the COO to support the overall objectives of the office and the organization.

Qualifications and Experience

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Professional Experience: Minimum of five years of progressive experience in a secretarial, executive assistant, or administrative role supporting senior management.
• Language Proficiency: Fluent written and verbal communication skills in English; proficiency in Arabic is considered an advantage.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with executive support tools.
• Soft Skills: Exceptional organizational, time management, and multitasking abilities, with a keen attention to detail and a high level of professionalism.

Key Competencies

• Organizational Excellence: Ability to manage complex schedules, prioritize tasks, and maintain meticulous records.
• Communication and Interpersonal Skills: Strong written and verbal communication skills to interact effectively with stakeholders at all levels.
• Discretion and Confidentiality: Demonstrated ability to handle sensitive information with integrity and confidentiality.
• Problem-Solving: Proactive approach to identifying and resolving issues to support operational continuity.
• Time Management: Capacity to work under pressure, meet deadlines, and manage multiple priorities efficiently.
• Professionalism and Integrity: Commitment to maintaining high ethical standards and representing the COO and organization with dignity.

Working Conditions

This is a full-time, office-based position with occasional flexibility to accommodate executive meetings or business requirements outside of normal working hours. The role demands a high level of adaptability, reliability, and a proactive approach to supporting executive functions. The ideal candidate will thrive in a dynamic, fast-paced environment while maintaining composure and delivering consistent performance.