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Job description / Role
Objectives:
The Office Secretary is responsible for overseeing the work and assignments of the McDonalds Qatar Leadership Office. This includes planning, directing and coordinating of administrative responsibilities of McDonald's as well as helping in the day-to-day efficiencies of the office and business when required including employee transportation, travel and hotel accommodation, and general administration.
Main responsibilities:
• Travel arrangement including hotel and flight bookings as and when required
• Drafting written correspondence including emails, memos, letters etc. to both internal and external stakeholders
• Diary and calendar management including room bookings, and arranging of any equipment or facilities required
• Cross departmental working for any projects or support required
• Organizing post, both in and out of Leadership office ensuring goes to relevant individual(s)
• Clerical work including but not limited scanning, filing, stamping etc.
• Ensuring smooth operations of the office including aesthetics
• Welcome visitors, referring them to relevant departments if required and answering any queries
• Ensure sufficient supplies in the office including pantry and stationery
• Attend meetings when requested to, supporting by minute taking and preparing agendas
• Coordinate office events, projects and activities with support from relevant department(s) as and when required
• Attend to phone call, answering any queries or forwarding to the relevant individual(s)
• Coordinate and ensure reimbursement of Leadership claims in line with company policy
• Design, edit and collate reports on behalf of Leadership
• Prepare presentations or other reports as and when requested
• Keep a current record of staff whereabouts and availability for addressing queries or forwarding them to relevant individuals
• Maintain professionalism and ethical behavior in line with company values
• Ensure high standards of confidentiality to safeguard commercially and business sensitive information
• Aid in office maintenance through ensuring security systems, telecommunications systems, air conditioning, bathrooms, computer systems etc are all in working order.
Duration: Permanent Position
Other interactions: All Departments
Requirements
University Qualifications:
• Diploma in Business Administration or similar field from a recognized institute
Specialist knowledge:
• Administrative
• Archiving
• Business Acumen
• Communication (Verbal, Written)
• Computer and Software Literacy
• Document Control
• Due Diligence
• Electronic imaging and storage
• Filing
• Research
• Scanning
Soft Skills and Personality traits:
• Accuracy
• Analytical Ability
• Attention to details
• Flexibility
• Independence
• Personal Motivation
• Planning and Organizing
• Proactivity
• Process Excellence
• Productivity
• Teamwork
• Time Management
Language Fluency:
• Arabic would be an advantage
Current Location:
• Qatar
About the Company
Al Mana is one of the largest and most diversified groups in the region, operating over 55 companies in 8 countries and employing over 3500 personnel. Industries that we operate in include automotive distribution and services, real estate and investments, retail and luxury fashion, F&B, engineering, technology, media and entertainment. The group covers most areas of retail including luxury goods, beauty, fashion, home interiors, watches and jewellery. Operating over 300 outlets, Al Mana represents some of the largest and most successful brands in the world.