Executive Secretary

Job description / Role

Responsible for supporting high-level executives and management.

- Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, and answering questions and requests.
- Manage day-to-day operational and administrative duties to support the Managing Director.
- Manage calendar and meeting schedules, using prioritization skills and a high level of interpersonal refinement.
- Plan and optimize all travel plans for the Managing Director.
- Draft memos, letters, e-mails, documents and other responses as directed by the Managing Director.
- Attend meetings, take notes, transcribe notes, derive action plans and follow up with all attendees to reinforce the meeting purpose, outcome and expected responses/actions
- Gain a thorough understanding of all corporate goals, needs, personnel, processes and procedures; serve as a primary point of contact (POC) for the administrative needs of the Managing Director.
- Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records. Plans events and volunteer activities.
- Coordinate committees and task forces. Relay directives, instructions and assignment to executives.
- Receive and relay telephone messages.
- Maintain hard copy and electronic filing system.

Requirements

- Minimum Bachelor’s degree.
- 3- 5 years of experience with direct executive level support
- Extremely proficient with MS Office products including Word, PowerPoint, Excel, and Outlook
- Proficient in advanced letter composition, executive-level correspondence, administrative requirements and the use of travel systems
- Strong experience managing travel arrangements; must have knowledge of the travel industry and be able to work closely with our travel agency
- Proven ability to work independently with minimal supervision
- Ability to work well with all levels of internal management and staff.
- Excellent oral and written communication skills in English. Bilingual is preferred

About the Company

Astrolabe Capital LLC is a holding company licensed by the Qatar Financial Authority in the State of Qatar.