Job closed
Ref: MP532-17
Job description / Role
Purpose: To provide professional secretarial and administrative assistance and support to COO with the objective of ensuring efficient and effective smooth operations within assigned Department
KEY ACCOUNTABILITIES:
- Works closely with COO in providing full administrative assistance including, but not limited to, organizing and managing his/her calendar, making and arranging appointments, sending out invitations and reminders, preparing and monitoring expenses
- Prepares for meetings by providing documentation, reports and previous minutes
- Makes arrangements for meetings, including booking venue, ensuring all participants are aware of timing, adequate supplies of stationery are available and attends meeting as minutes secretary
- Screens all phone calls, emails and other correspondence, including highly confidential information; assesses information/communication received and submits to COO; prioritises according to importance/urgency on each subject
- Coordinates speaking engagement and conferences
- Makes travel arrangements in a time-effective way, including arranging complex itineraries/venues visa, etc, ensuring most effective use of time
- Observes and applies strict levels of confidentiality and discretion in all matters related to work performance and in providing services for the administration of personal affairs
- Organizes and implements appropriate filing and record management systems to ensure that records are always current and accessible
- Performs routine office tasks necessary for the operation of the COO’s office
- Conducts ad-hoc assignments at the request of other members of the COO’s team
- Arranges for documents to be translated into Arabic, printed and delivered
Requirements
- A minimum of 4 years relevant experience in administrative domain
- Knowledge of office administration and office suite of desktop applications (e.g. Word, Excel, PowerPoint etc.)
- Diploma in a relevant discipline
About the Company
The Qatar Museums, is in charge with the oversight and development of the national system of museums for the State of Qatar.
The QM was created in December 2005 to combine the resources of all museums in the country and to further develop their capacity for collection and preservation of historic objects.