Executive Secretary

We are looking for an experienced Arab bilingual executive secretary to join our firm.

The applicant must have the following requirements:

Must have a valid Qatar Residency Permit.
Fluent in both Arabic and English.
Must have at least 5 years of experience.
Familiar with law firm works.

Job Responsibilities:

Perform all administrative, support and secretarial functions of the office and ensure effective maintenance of the law firm calendar and diary as well as confidential files and records.
Manage, schedule and arrange appointments, visits, meetings and conferences, and to ensure that all activities are well coordinated and executed.
Organize and expedite flow of work through the law firm and initiate any follow-up action.
Produce documents, briefing papers, reports and presentations. Organize meetings.
Compose, type, and distribute meeting notes/minutes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
Handle incoming mail and messages: open, screen, read, route, and distribute incoming mail or other materials and filter emails, and, where possible, respond to these or drafts responses ready for review by the concerned within the law firm.
Coordinate and compile information from different sources and present it in a relevant format to enable the concerned team to understand and use it effectively; conduct searches to find needed information, using such sources as the Internet. Prepare special reports as and when required: gather, summarize and analyse data.
Responsible for papering or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material. Maintain records in paper files and / or electronic systems including databases to ensure that correct information is available upon request and maintain proper filing for confidential files and records.
Maintain the supply inventory, including placing orders, arranging delivery, dispensing supplies and handling receipts.
Build and maintain good relationships with Company’s stakeholders/customers to promote and develop outstanding internal and external customer service.