Administrative & Secretary

Secretary and Office Administration Jobs in Kuwait

Secretary and Office Administration Jobs in Kuwait are among the most in-demand positions due to the diversity of state institutions and companies that require this position as an essential role in every department.

A single company or institution may have more than one secretary, especially for directors, board members, and other departments within the company.

Anyone seeking a job in this field should possess the qualifications and skills that enable them to work effectively and help them perform their tasks to the best of their ability without any shortcomings.

To learn more about the tasks required from secretaries and office staff, you can follow the upcoming sections of this article, where we will discuss all the details and explain how to easily obtain a job opportunity in this field in Kuwait.

Main Secretary Tasks – Job Description and Required Duties

The role of a secretary is one of the most important positions in successful institutions, as they play a crucial role in organizing the daily workflow and ensuring effective communication between departments and managers. 

They are also required to organize files and documents related to daily work.

In addition to their pivotal role in coordinating meetings, taking notes, preparing daily reports, and following up on them, which enhances administrative discipline and helps improve performance within the institution.

Of course, some institutions and companies appoint more than one employee for each task to ensure smoother workflow, but this is usually the case in large companies with a higher volume of work. 

In smaller institutions, all these tasks may fall on one person.

In general, you can learn about the tasks required for the secretary position through the following:

Familiarity with Business Administration Basics

Often, the secretary is required to know business administration basics, which allows them to understand administrative tasks and how to organize time to facilitate the work environment and achieve optimal performance.

They may also be asked to understand the company’s organizational structure, manage human resources, and ensure effective communication between employees, especially those who deal directly with department managers and company executives.

Additionally, the secretary should know how to prepare reports, follow up on superiors' decisions, maintain work files, and prepare basic budgets for the institution.

You can also read about Available Vacancies in Kuwait

Administrative Organizational Skills

The organizational skills required from secretarial staff help to organize the work environment and manage time effectively, which increases efficiency and productivity.

The secretary must have the ability to arrange and coordinate daily administrative tasks, organize schedules, track appointments, and ensure the office maintains order.

They are also responsible for managing documents and organizing files in a way that makes it easy to access them quickly when needed.

Additionally, administrative tasks also include coordinating lectures, taking notes, tracking attendance of lecturers and trainees, and organizing communication between different departments.

Report and Summary Preparation

Preparing reports and summaries is an essential responsibility of the secretary, which must be carried out with high skill to help effectively communicate important information to team members.

This helps advance work and improve performance evaluations and the expected results of work-related projects.

Obtaining accurate and correct reports depends on the data and information contained within them, which the secretary must organize in a way that makes them easy to read and extract important information.

The secretary should also prepare summaries of weekly and monthly reviews of the company’s activities in the department they work in to facilitate work tracking.

Moreover, they should prepare concise documents containing key points and information from reports and meetings by summarizing the main points clearly and briefly to save time.

You can also read about Human Resources Jobs in Kuwait

Types of Secretary Jobs in Kuwait

Secretary jobs in Kuwait vary to include many specializations that are typically available in large companies and institutions, where several employees are needed, and it is not dependent on just one person.

Secretary jobs in these large institutions include positions such as a regular secretary, an executive secretary, and an administrative assistant.

The tasks required of each of them differ, and the job level varies depending on experience and qualifications.

Companies with more than one role for a secretary typically require familiarity with more significant responsibilities that match the nature of the company’s activities and its work.

You can find these jobs in ministries, private and public companies, schools, hospitals in Kuwait, and other institutions, all of which can be easily accessed through the Waseet Net platform.

In general, some of the types of jobs that can branch out from the secretary and office jobs department in Kuwait are as follows:

Administrative Assistant Job in Kuwait

The role of an administrative assistant is a major position in many institutions and companies in Kuwait, where the employee is responsible for coordinating work between different departments and organizing the schedule for managers and team members.

Their primary duties include coordinating meetings, scheduling them, and notifying all parties involved, as well as managing documents by preparing and organizing them.

The administrative assistant’s duties may also include answering phone calls, receiving and sending emails, preparing periodic reports, and taking notes and summaries of meetings held.

They are also required to coordinate travel details for employees and managers in their department and manage hotel and flight reservations.

You can also read about Business Management Jobs in Kuwait

Executive Secretary Jobs in Kuwait

The role of an executive secretary is one of the important administrative positions that requires employees to have superior organizational and administrative skills. 

They act as the right hand to executive directors and senior officials in prestigious companies and institutions.

They are required to perform various office duties and manage both internal and external company relations, which helps enhance workflow at the highest efficiency.

Key responsibilities for this role include managing time, organizing the executive director’s schedule, coordinating meetings and correspondences, and preparing reports and presentations.

They should also be capable of interacting with guests, clients, and suppliers, welcoming them and greeting them appropriately.

General Secretary Job

This position is one of the core roles in all large and small organizations, and it involves direct work with upper management to act as the link between them and all other departments within the company.

The general secretary is responsible for managing daily activities and coordinating administrative tasks such as organizing meetings, implementing decisions made by managers, and other essential tasks needed for smooth operations.

They are also responsible for preparing professional reports and correspondence, highlighting the key points effectively.

In addition, they play a vital role in supporting senior management’s decisions by following up on their decisions and ensuring their full implementation on time, as well as organizing conferences and events set by the company.

The general secretary is also responsible for managing public relations within the institution, which often includes welcoming guests, investors, and any external parties who come to the company to meet with the managers.

Receptionist Job in Kuwait

Receptionists are the face of the company and the first point of contact, as they play a key role in dealing with visitors and clients and welcoming them.

The main tasks required of reception jobs in Kuwait include receiving visitors, managing phone calls, organizing appointments, and preparing reports about those who visited the company, the purpose of the visit, and the arrival and departure times.

You can also read about Accounting and Financial Jobs in Kuwait

FAQs About Secretary and Office Jobs in Kuwait

Does the role of an executive secretary differ from that of a regular secretary?

Yes, an executive secretary has different duties from a regular secretary, in terms of the nature of the tasks required and the level of responsibilities they hold, as well as the daily operations they are involved in.

What are the duties of the secretary's department?

The basic duties of secretarial jobs in Kuwait include organizing meetings, performing office tasks, organizing files and documents, receiving messages from managers, faxes, and phone calls, and other similar duties.

What is the average salary for secretaries in Kuwait?

Salaries for secretaries in Kuwait range from 250 Kuwaiti Dinars to 650 Kuwaiti Dinars, depending on years of experience, required tasks, and the nature of the work.