Admin Assistant national oil and gas operator in Doha Qatar

Admin Assistant national oil and gas operator in Doha Qatar

Overview

We are looking to hire an Admin Assistant for a national oil and gas operator in Doha Qatar.

Candidates must have 5 years experience in executive secretarial and administration support role.

Fluency in English is a must.

Key Responsibilities

Manage the direct supervisors calendar; including scheduling meetings and appointments by answering questions and meeting requests directed to the direct supervisor and ensuring appropriate coordination and notifications

Prepare correspondence compile reports presentations and other material and handle information requests and perform clerical duties as require by the direct supervisor

Coordinate and / or execute all office administration secretarial and clerical services in the direct supervisors office

Represent the direct supervisor by welcoming and directing visitors reviewing correspondence and drafting appropriate responses

Receive filter direct and / or relay telephone mail and fax messages and arrange conference calls for the direct supervisor

Ensure availability of a full range and appropriate administration resources services and utilities including office equipment stationary refreshments etc in the direct supervisors office

Provide administrative support to the direct supervisor including organizing meetings coordinating agendas facilitating regular submittals and approvals and tracking action items for completion to ensure specific deadlines are met

Assist in conducting basic research preparing compiling and / or summarizing reports for the direct supervisor and briefing the direct supervisor are required

Interface between the direct supervisors office and others by ensuring smooth flow of information and documents as required

Establish and update a filing system for all documents to the direct supervisors office for tracking and reference

Maintain appropriate control on access and custody of confidential matters and documents in the direct supervisors office by ensuring appropriate authority and approvals are obtained prior to such access

Assist in handling special projects / assignments as directed such as coordinating special events and other corporate functions by serving as liaison between concerned parties and the direct supervisors office

Prepare and implement Document Control Methodology and System

Develop and update the Document Distribution Matrix

Register code distribute and file in a centralized filling system all incoming and outgoing technical and commercial documentation

Ensure that latest version of documents is timely made available to users especially at plant site

Validate that the Project Document Control System is in line or not with the Project Document Control Procedure

Monitor and expedite Owners review & approval turnaround time of documents to meet Contracts requirements

Compile statistical report on documentation turnaround time

Monitor Document Control KPI

Register and report NonConformity in Document Control by users and recommend potential Actions Plan to mitigate issues

Perform other adhoc responsibilities and tasks as assigned by the direct supervisor

Requirements

5 years experience in executive secretarial and administration support role or office administration / management in a busy direct supervisors office 2 of which as a principal administrator or personal assistant to a direct supervisor

Bachelors degree in Business Administration or related field. Relevant training in office management or secretarial field will be necessary

Strong organization and planning skills

Good communication skills (oral and written)

Teamwork skills and ability to guide others

Ability to work under pressure and use own initiative

Tact diplomacy and the ability to relate well with other people at all levels Senior to Junior

Strong computer skills : Microsoft Office (Word Excel Power Point Access)

Fluent in English knowledge of Arabic will be a definite advantage

Location

Doha Qatar

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