Personal and Executive Assistant
منذ 2 يوم
source : tanqeeb

OPEN VACANCY : Personal and Executive Assistant (Female)

MUST : Currently in Qatar

College Diploma

Excellent computer skills and proficient in excel, word, outlook, and access

Excellent communication skills both verbal and written

Excellent interpersonal skills and a collaborative management style

Key responsibilities :

  • Process and manage administrative paperwork including expense reports, shipping, travel and correspondence and coordinate with the document controller.
  • Facilitate internal meetings through effective calendar management, scheduling, taking minutes of the meeting and coordinating client meetings as requested;
  • Assist in coordinating special events, parties etc.;
  • Manage and maintain contact with outside vendors and building personnel.
  • Escalates unresolved problems to higher management;
  • Reports to GM on a daily basis;
  • Prepare and edit correspondence, communications, presentations and other documents
  • Design and maintain databases
  • File and retrieve documents and reference materials
  • Conduct research, collect and analyse data to prepare reports and documents
  • Record, transcribe and distribute minutes of meetings
  • Monitor, screen, respond to and distribute incoming communications
  • Answer and manage incoming calls
  • Receive and interact with incoming visitors
  • Liaise with internal staff at all levels
  • Interact with external clients
  • Co-ordinate project-based work
  • Assist Operations Manager to review operating practices and implement improvements where necessary
  • Assist Operations Manager to supervise, coach and train lower level staff.
  • Assist Management with short-term / mid-term planning including follow ups to ensure tasks are being completed on a timely manner.
  • Delegates tasks and responsibilities for efficient oriented results
  • Maintain and ensure all common areas are neat at all times, to provide a professional work environment;
  • Provide a professional and comfortable environment by ensuring facilities and office services are available and functioning at all times;
  • Purchase and maintain inventory of all office supplies including : stationary, order food, coffee, kitchen, printing, signage, tools and materials;
  • Point of contact for day to day office needs;
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