OPEN VACANCY : Personal and Executive Assistant (Female)
MUST : Currently in Qatar
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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