JOB DESCRIPTION / ROLE
We're currently looking to recruit a Personal Assistant/Secretary or Executive Assistant for our Doha Office who has 3-7 years of experience working as an Executive Level Assistant directly with Senior Management (Directors, GMs, CEOs, CFOs etc). Candidates who don't have such experience will not be considered.
• Responsible for scheduling and managing Executive’s calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals and maintaining an organized office.
• Organizes and coordinates international/domestic travel and related requirements to include: travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports. Ensures that all travel arrangements are in compliance with company procedures.
• Provides support in arranging Finance meetings including collation of speaking notes and/or briefing notes, handling logistics, such as conference registrations, room reservations (internal and external), and local travel.
• Answers, and composes routine correspondence both hand written and electronic, including board communications and other partner related materials; prepares selective summaries and any follow-up actions for the Finance Director.
• Performs general clerical duties to include but not limited to; transcribing dictation, scanning, copying, faxing, filing, and data entry. Collects and opens mail addressed to the Finance/Accounting; forwards correspondence to appropriate staff for action.
• Completes various forms, including: purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements, etc.
• Undertakes special assignments/projects on a wide variety of issues as requested by Finance Director.
• Contributes to the excellent reputation of the Administration office through professional, friendly and respectful interactions internally and externally.
• Supporting the Finance Director in other duties as required and/or assigned related to HR and Finance departments.
REQUIREMENTS
Must have
• Strong organizational skills including the ability to manage calendars and effectively maintain records and files.
• Experience in organizing meetings, preparing and monitoring budgets, assisting with travel and hotel accommodations, and providing general office operations support.
• Demonstrated ability to achieve high performance goals in a complex and fast-paced environment.
• Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, board members, external partners.
• Highly resourceful team-player with the ability to also be extremely effective independently.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Expert level written and verbal communications.
• Proficiency in grammar, spelling and proofreading.
• Ability to understand and interpret policies and procedures as well as apply them with consistency.
• Working knowledge of telephone systems and standard office equipment such as fax machines and photocopiers.
• Strong computer skills including proficiency in Microsoft Office programs; Word, Excel, PowerPoint and Outlook.
ABOUT THE COMPANY
A leading engineering and construction company specialized with civil work and infrastructure.
Find Top Talent
Other jobs you might be interested in
Executive Assistant Jobs in DohaLegal Secretary Jobs in Doha
Office Manager Jobs in Doha
Show More