DohaProvide a complete secretarial and administrative service to the chief of Division to facilitate divisional processes and allow him / her to concentrate on mainstream activities.
Provide a complete correspondence service, routing correspondence as necessary and drafting replies where appropriate to ensure that all mail is dealt with efficiently.
Observe confidentiality procedures and register / track accountable documentation to ensure security and control.Arrange meetings called by the Division Chief, and ensure all relevant facilities are available and are booked.
Draft the topics of the agenda and prepare minutes of meetings as required.Provide efficient personal assistance and correspondence support to the Chief of the Division, routing correspondence as necessary and taking initiative in drafting replies, where appropriate, to ensure that all communications are dealt with appropriately.
Act as first point of contact for both internal and external parties who wish to contact or meet the Chief of Division and screen the requests to ensure those with genuine and important reasons are given priority.
Provide diary management support to ensure the Chief of Division’s time is allocated effectively among various responsibilities.
Take initiative on behalf of the Chief of Division to identify and deal with problems and issues that arise to ensure the smooth running of the Chief of Division’s office.
Provide time management service for the Chief of Division to ensure he / she is able to attend all key meetings at the appointed times with all relevant documents needed for the meetingPrepare and compile documentation, including project and divisional related reports and documents, ensuring they are completed and prepared in time for meetings and discussions.
Smooth flow of work within the division, emanating from the Chief of Division’s desk.All routine correspondence is attended timely.
Confidential matters are handled securely with no information leakagesComprehensive display of minutes of meetings.All correspondences and information processed correctly and in a timely manner.
Effective time management.Problems taken care of in a timely and professional manner.Chief of Division attend meetings punctually and are well prepared.
Smooth uninterrupted workflow management.Availability of data.Follow-up responses to circulars.Knowledge & Experience : Minimum qualification required is a college degreeMinimum experience required is 3 5 years experience in a secretarial position within a corporate environment.
Good communication skills in English & Arabic mustJob Type : Full-timeExperience : secretarial position within a corporate environment : 4 years (Preferred)Personal Assistant : 4 years (Required)Education : Bachelor's (Required)Location : Doha (Required)Language : Arabic & English (Required)