Personal Assistant

A Leading Engineering and Construction Company in Qatar

Doha, Qatar

Ref: NP125-01

Job description / Role

Employment: Full Time

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.