Executive Secretary

Position Title: Executive Secretary Reporting To: CEO / Managing Director (or as assigned) Location: Qatar Role Purpose To provide high-level administrative and organizational support to senior management, ensuring efficient coordination of executive activities, confidentiality, and smooth day-to-day operations of the executive office.

1. Executive Support Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements Coordinate internal and external meetings, including preparation of agendas, minutes, and follow-ups Act as the first point of contact between the executive office and internal/external stakeholders

2.

Communication & Correspondence Draft, review, and manage professional correspondence (emails, letters, memos) Screen and prioritize incoming communications Ensure timely and accurate responses on behalf of the executive

3.

Documentation & Reporting Prepare reports, presentations, and briefing documents Maintain organized filing systems (physical and digital) Track action items and ensure timely follow-up with relevant departments

4.

Coordination & Liaison Coordinate with departments (Operations, Finance, HR, Supply Chain, etc.) to ensure alignment on tasks and deadlines Support in organizing executive meetings, board meetings, and committee sessions Liaise with external partners, landlords, franchisors, and stakeholders when required

5.

Confidentiality & Governance Handle sensitive information with the highest level of confidentiality and professionalism Ensure proper documentation and record-keeping aligned with company policies

Qualifications & Experience: Bachelor’s degree in Business Administration or related field Minimum 5–8 years of experience as an Executive Secretary or Personal Assistant to senior executives Experience in F&B, retail, or multi-unit operations is a plus Skills & Competencies Excellent written and verbal communication skills (English required; Arabic is a strong advantage) Strong organizational and time management skills High level of professionalism, discretion, and confidentiality Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) Ability to multitask and work under pressure Strong attention to detail and follow-through

Key Success Factors (KPIs) Accuracy and timeliness of executive scheduling and coordination Quality and professionalism of communications and reports Effectiveness in follow-up and task tracking Level of confidentiality and trust maintained Responsiveness to executive and stakeholder needs