Overview:

We are looking to hire an Admin Assistant for a national oil and gas operator in Doha, Qatar.

Candidates must have 5 years' experience in executive secretarial and administration support role.

Fluency in English is a must.

Key Responsibilities:

• Manage the direct supervisor's calendar; including scheduling meetings and appointments by answering questions and meeting requests directed to the direct supervisor and ensuring appropriate coordination and notifications
• Prepare correspondence, compile reports, presentations and other material and handle information requests and perform clerical duties as require by the direct supervisor
• Coordinate and/or execute all office administration, secretarial and clerical services in the direct supervisor's office
• Represent the direct supervisor by welcoming and directing visitors, reviewing correspondence, and drafting appropriate responses
• Receive, filter, direct and/or relay telephone, mail and fax messages and arrange conference calls for the direct supervisor
• Ensure availability of a full range and appropriate administration resources, services and utilities including office equipment, stationary, refreshments, etc in the direct supervisor's office
• Provide administrative support to the direct supervisor including organizing meetings, coordinating agendas, facilitating regular submittals and approvals and tracking action items for completion to ensure specific deadlines are met
• Assist in conducting basic research, preparing, compiling and/or summarizing reports for the direct supervisor and briefing the direct supervisor are required
• Interface between the direct supervisor's office and others by ensuring smooth flow of information and documents as required
• Establish and update a filing system for all documents to the direct supervisor's office for tracking and reference
• Maintain appropriate control on access and custody of confidential matters and documents in the direct supervisor's office by ensuring appropriate authority and approvals are obtained prior to such access
• Assist in handling special projects/assignments as directed, such as coordinating special events and other corporate functions by serving as liaison between concerned parties and the direct supervisor's office
• Prepare and implement Document Control Methodology and System
• Develop and update the Document Distribution Matrix
• Register, code, distribute and file in a centralized filling system, all incoming and outgoing technical and commercial documentation
• Ensure that latest version of documents is timely made available to users especially at plant site
• Validate that the Project Document Control System is in line or not with the Project Document Control Procedure
• Monitor and expedite Owner's review & approval turnaround time of documents to meet Contracts requirements
• Compile statistical report on documentation turnaround time
• Monitor Document Control KPI
• Register and report Non-Conformity in Document Control by users and recommend potential Actions Plan to mitigate issues
• Perform other ad-hoc responsibilities and tasks as assigned by the direct supervisor

Requirements:

• 5 years' experience in executive secretarial and administration support role, or office administration/ management in a busy direct supervisor's office, 2 of which as a principal administrator or personal assistant to a direct supervisor
• Bachelor's degree in Business Administration or related field. Relevant training in office management or secretarial field will be necessary
• Strong organization and planning skills
• Good communication skills (oral and written)
• Teamwork skills and ability to guide others
• Ability to work under pressure and use own initiative
• Tact, diplomacy, and the ability to relate well with other people at all levels - Senior to Junior
• Strong computer skills: Microsoft Office (Word, Excel, Power Point, Access)
• Fluent in English, knowledge of Arabic will be a definite advantage

BH-MS0851

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