Executive Assistant

Job description / Role

For the Managers
- Manage electronic Agendas of Al Shaheen Transition manager and Chief Operating Officer– organization of meetings, solving conflicts in dates/time in large autonomy.
- Monitor managers’ emails traffic via delegation on their respective INBOX – remind Transition Manager and COO of important mails pending in their INBOX, or other important emails to be answered, once a week
- Screen telephone calls, take messages and redirect as necessary
- Prepare the update of recurrent presentation on PowerPoint (agenda, contact the various contributors )
- Take notes during key management meetings in order to produce Minutes of Meeting in a timely manner.

For the Managers and the Team

Meetings
- Organise and actively contribute, to the organization of meetings/conferences/business events together with various parties
- First point of contact for visitors, controls movement of incoming and outgoing visitors
- Manage occupancy of meeting rooms and coordinate the required arrangements for meetings (orders food and drinks etc.)

Mail / Documentation
- Record in an appropriate filing system and dispatches incoming and outgoing mail/reports through appropriate channels
- Carry out basic administration and paper work process (photocopy/scan despatch and filing documentation)
- Organise a yearly archiving for the Division
- Manage the time sheets in the team, maintains the team leave schedule /coordinates leave plans for supported team issuing requisition
- Manage of sending correspondence to QP and to other companies
- Prepare Memos and DOAs

Business Trips
- Prepare mission orders, requests tickets, books hotels and prepares/checks expense reports/visit program/gate passes etc. for visitors
- Coordinate with relevant departments for visa requests, drivers logistics etc. and communicates on the booking status
- Prepare Mission Orders for NOC personnel and coordinate with HR the flight ticket, hotel booking requests and car rentals

Facility Management
- Check stationary stocks. Liaises with appropriate department to make orders when necessary
- Liaise with relevant departments to maintain machines like copiers, lights, ac’s and storing consumables for the machines
- Prepare business cards, stamps and other related work order requests
- Coordinate with General Services the requests of driver and preparation of work station for the new comers
- Prepare multi-passes and IT requests for the new comers and to ALS personnel

Work With Other Assistants
- Update the procedures describing the specificities of each Entities

Confidentiality
- Ensure confidentiality of information and security of critical documentation whenever applicable

Requirements

- College Education
- Fluent English, Arabic & French would be a plus,
- Able to work under pressure and meet deadlines, customer service skills, organised, flexible, open to other cultures, autonomous, good team player, pro-active.

About the Company

Orion Engineering was established in 1987 to supply Engineering personnel to the Oil and Gas Industry. Since then the company has grown significantly and presently has in excess of 4000+ personnel on secondment worldwide.

Our blue chip client list includes major oil companies such as Shell, BP, Chevron Texaco and Exxon Mobil and major engineering contractors and suppliers such as Technip, Wood Group. Talisman and Wormald Tyco.

The division has offices at various strategic locations throughout the world including London, Houston, Aberdeen, Lagos, Doha, Singapore and 5 offices throughout Kazakhstan.