Executive Personal Assistant
United Development Company
Doha, Qatar
منذ 1 يوم
source : Khaltura

Description :

Role Objective : The Executive Personal Assistant shall be responsible to provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing support / clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

General Administrative Duties :

  • Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Answers phone calls and direct calls to appropriate parties or take messages.
  • Conducts research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
  • Attends meetings to record minutes.
  • Greets visitors and determine whether they should be given access to specific individuals.
  • Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • Files and retrieves corporate documents, records, and reports.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Makes travel arrangements for executives.
  • Prepares responses to correspondence containing routine inquiries.
  • Prepares agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
  • Coordinates and directs office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
  • Provides clerical support to other departments.
  • Manages and maintains executives& schedules.
  • Compiles, transcribes, and distributes minutes of meetings.
  • Set up and oversees administrative policies and procedures for offices or organizations.
  • Supervises and trains other clerical staff and arrange for employee training by scheduling training or organizing training material.
  • Interprets administrative and operating policies and procedures for employees.
  • Office Management

  • Acts as point of contact for related HR requests of directorate employees.
  • Coordinates the daily activities of the departments under the directorate in order to ensure the smooth flow of tasks and monitoring of deadlines to be met.
  • Liaises with the directors under the directorate pertaining to the submission of data, reports and other information required from time to time.
  • Ensures to relay important information from Directors to Executive Directors.
  • Deals with VVIP and VIP guests of the Executive Directors
  • Handles simple queries of employees and confers with the Executive Directors on some issues to be resolved.
  • Handles incoming requests and ensures that the same is forwarded to the appropriate Director for action and monitors the resolution of such requests.
  • Acts as custodian of important HR documents such as Organizational Charts, Job Descriptions, Department mandates and related memos.
  • Safety, Quality and Environment

  • Follows all relevant safety, quality and environment programs, policies and procedures so that work is accident free and is up to the highest quality standards.
  • Policies and Procedures

  • Follows all relevant operational and company policies and procedures so that work is carried out in a controlled and consistent manner.
  • Reporting

  • Collects and inputs date and information in reports as required.
  • Related Duties

  • Carries out and perform other related duties as specified and when required and assigned by the line Manager to improve or enhance the efficiency of department work and performance.
  • Qualifications : Educational Qualifications

  • Bachelor’s degree in Business Administration, Office Management or related field.
  • Experience

  • 3 to 5 years relevant experience as Secretary, Personal Assistant or Office Administrator in a reputable company.
  • Behavioral Competencies

  • Planning and organizing skills
  • Quality and Customer Focused
  • Deliver results
  • Excellent Communication Skills ( English and Arabic )
  • Teamwork
  • Technical Competencies

  • Knowledge of basic clerical duties
  • Excellent filing and coding of documents and files
  • Proficient in MS Office Applications
  • Average typing speed i.e. 45 wpm.
  • Note : Should be amenable to work on Saturdays as per business needs.

    Education : Bachelor's degree / higher diploma

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