Executive Secretary to the CEO

Reporting To: Chief Executive Officer (CEO)/General Manager
Location: Doha Qatar
Employment Type: Full-time

Looking for a high-impact Executive Secretary who has thrived alongside founders or senior leaders at fast-growing startups or scale-ups and is excited to help build a company in growth mode. You will act as a strategic extension of CEO/GM helping bring clarity to competing priorities protect focus and ensure that time is spent on what matters most as the company scales.

Key Responsibilities

Executive & Administrative Support

• Deliver comprehensive administrative support to the CEO and when required the Executive Leadership Team including managing calendars scheduling meetings arranging travel preparing documents and handling correspondence
• Act as a trusted gatekeeper optimizing the CEO’s time and priorities

Communication & Stakeholder Management

• Serve as the primary point of contact for internal and external stakeholders
• Screen prioritize and manage incoming communications to ensure effective information flow
• Build and maintain strong professional relationships with board members senior executives clients and partners representing the CEO and the organization with professionalism

Meeting & Event Coordination

• Plan coordinate and execute CEO-led meetings leadership sessions and events including agendas logistics materials preparation and follow-up on action items
• Take and maintain accurate minutes ensuring all decisions and action points are tracked and communicated

Information & Documentation Management

• Maintain accurate organized and confidential records of CEO / Executive Leadership Team activities projects and contacts
• Prepare review and edit reports presentations briefings and other documents with high attention to detail and adherence to deadlines

Project Coordination & Strategic Initiatives

• Assist in managing special projects and CEO-led initiatives including timeline planning stakeholder alignment progress tracking and delivery
• Identify opportunities to streamline processes improve efficiency and enhance organizational effectiveness within the Office of the CEO

Follow-Up & Action Tracking

• Monitor commitments deadlines and follow-ups from the CEO and the Executive Leadership Team activities
• Ensure timely reminders and coordination to achieve outcomes effectively

Confidentiality & Discretion

• Handle highly sensitive and confidential information with the utmost discretion integrity and professionalism

Continuous Improvement

• Proactively identify and implement improvements in executive office operations workflows and administrative systems
• Support a positive productive and high-performing executive environment

Candidate Requirements:

• 5 years of experience supporting a CEO or senior C-suite executive in a high-growth environment.
• Maintains a professional appearance and demeanor that reflects the standards of the CEO and the organization.
• Strong executive presence and confidence interacting with senior leaders and stakeholders.
• Proactive resourceful and able to exercise sound judgment independently.
• Excellent organizational and time-management skills with the ability to juggle multiple priorities.
• Relationship management skills multilingual with excellent command of English..
• Strong proficiency in Microsoft Office (Word Excel PowerPoint Outlook) and Google Workspace.
• Passion for building structure improving processes and enabling leadership teams to operate at their best.
• Comfort working across time zones in a fast-paced scaling startup/growing environment