Job ID
48953
Job Title
Executive Secretary
To work for
Confidential
Country
Syria
City
Damascus
Field of Work
Secretariat - Administrative
Job Type
Full time
Military service
Not Specified
Minimum Education Level
Bachelor/ License Degree
Responsibilities
JOB SUMMARY
The Executive Secretary is responsible for providing high-level administrative and secretarial support to senior management and ensuring the efficient coordination of executive office operations. The role supports scheduling, correspondence management, meeting coordination, document control, communication flow, office administration, and executive support functions while maintaining confidentiality and professionalism at all times.
KEY RESPONSIBILITIES
Executive Support & Office Coordination
* Manage executive calendars, schedules, appointments, and meetings.
* Coordinate and arrange internal and external meetings, workshops, and official events.
* Prepare meeting agendas, presentations, briefing materials, and supporting documents.
* Attend meetings when required and prepare accurate minutes and follow-up action points.
* Coordinate travel arrangements, accommodation bookings, and travel documentation.
* Ensure timely follow-up on executive decisions and assigned action items.
* Maintain effective communication between senior management and internal or external stakeholders.
* Support the smooth operation of the executive office and administrative functions.
Correspondence & Document Management
* Draft, review, format, and process official correspondence, letters, memoranda, and reports.
* Manage incoming and outgoing communications, including emails, letters, and official documents.
* Maintain document filing systems, records, and archives in both physical and electronic formats.
* Ensure proper document control, version management, and confidentiality of sensitive information.
* Coordinate document circulation, approvals, and signatures as required.
* Maintain and update databases, records, and administrative tracking systems.
Administrative Operations
* Monitor office supplies and coordinate procurement requests for administrative needs.
* Coordinate logistics for meetings, events, and official visits.
* Support the preparation of periodic administrative and operational reports.
* Assist in organizing organizational activities, conferences, and special projects.
* Coordinate with internal departments to facilitate communication and workflow efficiency.
* Ensure compliance with organizational policies, procedures, and administrative regulations.
Communication & Stakeholder Relations
* Serve as a primary point of contact for executive office communications.
* Receive and respond to inquiries from internal and external stakeholders in a professional manner.
* Coordinate appointments and communications with partners, donors, government entities, and other stakeholders as required.
* Facilitate the flow of information between management and employees.
* Support the preparation of official announcements, notices, and communications.
Records, Reporting & Confidentiality
* Maintain confidential records, reports, and executive documents.
* Prepare periodic reports on administrative activities and office performance indicators.
* Track deadlines, commitments, and important organizational events.
* Ensure the security and confidentiality of organizational information and executive records.
* Support audits, reviews, and administrative assessments when required.
The Executive Secretary is responsible for providing high-level administrative and secretarial support to senior management and ensuring the efficient coordination of executive office operations. The role supports scheduling, correspondence management, meeting coordination, document control, communication flow, office administration, and executive support functions while maintaining confidentiality and professionalism at all times.
KEY RESPONSIBILITIES
Executive Support & Office Coordination
* Manage executive calendars, schedules, appointments, and meetings.
* Coordinate and arrange internal and external meetings, workshops, and official events.
* Prepare meeting agendas, presentations, briefing materials, and supporting documents.
* Attend meetings when required and prepare accurate minutes and follow-up action points.
* Coordinate travel arrangements, accommodation bookings, and travel documentation.
* Ensure timely follow-up on executive decisions and assigned action items.
* Maintain effective communication between senior management and internal or external stakeholders.
* Support the smooth operation of the executive office and administrative functions.
Correspondence & Document Management
* Draft, review, format, and process official correspondence, letters, memoranda, and reports.
* Manage incoming and outgoing communications, including emails, letters, and official documents.
* Maintain document filing systems, records, and archives in both physical and electronic formats.
* Ensure proper document control, version management, and confidentiality of sensitive information.
* Coordinate document circulation, approvals, and signatures as required.
* Maintain and update databases, records, and administrative tracking systems.
Administrative Operations
* Monitor office supplies and coordinate procurement requests for administrative needs.
* Coordinate logistics for meetings, events, and official visits.
* Support the preparation of periodic administrative and operational reports.
* Assist in organizing organizational activities, conferences, and special projects.
* Coordinate with internal departments to facilitate communication and workflow efficiency.
* Ensure compliance with organizational policies, procedures, and administrative regulations.
Communication & Stakeholder Relations
* Serve as a primary point of contact for executive office communications.
* Receive and respond to inquiries from internal and external stakeholders in a professional manner.
* Coordinate appointments and communications with partners, donors, government entities, and other stakeholders as required.
* Facilitate the flow of information between management and employees.
* Support the preparation of official announcements, notices, and communications.
Records, Reporting & Confidentiality
* Maintain confidential records, reports, and executive documents.
* Prepare periodic reports on administrative activities and office performance indicators.
* Track deadlines, commitments, and important organizational events.
* Ensure the security and confidentiality of organizational information and executive records.
* Support audits, reviews, and administrative assessments when required.
Qualifications
Education
* Bachelor's Degree in Business Administration, Management or a related field.
* Professional administrative or secretarial certifications are considered an asset.
Experience
* Minimum three (3) to five (5) years of progressively responsible experience in executive secretarial or administrative support roles.
* Previous experience in non-profit organizations is preferred.
* Previous volunteer experience is considered an advantage.
Language Skills
* Very good command of English and Arabic, both written and spoken.
Skills & Competencies
* Excellent organizational and time management skills.
* Strong written and verbal communication abilities.
* Excellent business correspondence and report-writing skills.
* Strong attention to detail and accuracy.
* Ability to manage multiple priorities and work under pressure.
* Strong interpersonal and stakeholder management skills.
* Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, Outlook, and document management systems.
* Bachelor's Degree in Business Administration, Management or a related field.
* Professional administrative or secretarial certifications are considered an asset.
Experience
* Minimum three (3) to five (5) years of progressively responsible experience in executive secretarial or administrative support roles.
* Previous experience in non-profit organizations is preferred.
* Previous volunteer experience is considered an advantage.
Language Skills
* Very good command of English and Arabic, both written and spoken.
Skills & Competencies
* Excellent organizational and time management skills.
* Strong written and verbal communication abilities.
* Excellent business correspondence and report-writing skills.
* Strong attention to detail and accuracy.
* Ability to manage multiple priorities and work under pressure.
* Strong interpersonal and stakeholder management skills.
* Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, Outlook, and document management systems.
Salary and Benefits
In accordance with the internal policies and procedures.
About us
Non-profit organization
Required employees number
2
Posted On
Jun 11, 2026
Expiry Date
Jul 11, 2026
Photo
Required
