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  • Job reference: RMS0136086

Executive Assistant

  • Sector: Oil & Gas
  • Location: Doha
  • Job type: Contract
  • Date posted: 08/01/2014
  • Time left:
    d h m s
    (06/02/14)
This vacancy has now expired.
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The Company:
Our Client is a major petrochemical company in Qatar.

The Role:
To provide full range of advanced administrative and private secretarial service support services to senior management in a timely, confidential and efficient manner. May be required to assume some supervisory or mentoring duties to Administrative Assistants.

• Provide a complete correspondence and documentation service for Muntajat Executives, routine callers and preparing and drafting internal correspondence under direction to ensure that all matters are dealt with efficiently and appropriately.
• Prepare internal / external correspondence. Type memos, reports, minutes of meetings. Assist Company Executive in preparing presentation graphs, and statistics.
• Provide a time management / diary service on behalf of the Company Executive in order to ensure effective time usage and to avoid conflicting schedules.
• Schedule appointments (including conferences), coordinate travel, including complex itineraries / venues, accommodation and visa arrangements for the Company Executive and guests to optimize on time and convenience.
• Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
• Screen incoming mail and telephone calls, draft responses, redirect correspondence and callers to the appropriate Department, obtain additional information where necessary. Highlight desired actions for the manager to ensure the he is in possession of sufficient background information needed.
• Arrange or personally perform basic translation of incoming / outgoing correspondence into English and vice versa.
• Schedule and coordinate departmental meetings. Plan and arrange venues. Coordinate with participants. Send reminders and follow-up messages. May participate in meetings to Record Minutes.
• Assists Department Director/Heads in preparing for meetings by providing documentation, reports, previous minutes of meetings and background information on the subject under discussion.
• Co-ordinate the receipt and compilation of information necessary for the production of regular activity and progress reports.
• Coordinate office activities and schedules; develop and recommend office procedures and systems to ensure smooth office operations.

Context:

• Works in a well-structured environment where guidelines are clear and procedures are continuing to develop.
• Needs to work effectively in a complex multi-national, multi-culture environment.
• Has the required discretion for routine office duties. Completed work is subject to stop-checking by supervisor.
• Handles confidential information pertaining to Muntajat and clients.
• Individual must be personable; able to exercise mature judgment and discretion in handling and disseminating confidential material; possess initiative and be detail oriented; tactful in conversing with people of all business levels

Essential Skills / Qualifications:
- Bachelor Degree in Business Administration or equivalent.
- Excellent command of written and spoken English (Arabic an advantage).
- At least 8 years previous experience in similar positions of which 4 should have been reporting directly to senior managers
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