Job Title: Administrative Assistant

Location: Onshore, Qatar
Employment Type: Contract
Work Schedule: Full-time, Monday to Friday

Job Description
We are supporting a major organisation within the energy and industrial sector to appoint an experienced Administrative Assistant to provide high-level administrative, secretarial, and document control support to a senior manager. This role sits in a fast-paced professional environment and requires strong organisational skills, discretion, and the ability to manage multiple priorities effectively.

The successful candidate will act as a central point of coordination, ensuring smooth day-to-day operations, efficient information flow, and effective document management while maintaining confidentiality at all times.

Key Responsibilities

• Manage the direct supervisor calendar, including scheduling meetings, appointments, and coordinating notifications

• Prepare correspondence, reports, presentations, and briefing materials as required

• Coordinate and execute all office administration, secretarial, and clerical activities

• Act as a point of contact for visitors, correspondence, and communications on behalf of the supervisor

• Screen and manage telephone calls, emails, and messages, including arranging conference calls

• Ensure availability and upkeep of office resources, equipment, and supplies

• Organise meetings, prepare agendas, track actions, and ensure deadlines are met

• Conduct basic research and prepare summaries or reports for management review

• Maintain effective communication between the supervisor office and internal or external stakeholders

• Establish, maintain, and update structured filing and document tracking systems

• Ensure confidentiality and controlled access to sensitive information and documentation

• Support special assignments, events, and corporate activities as required

• Implement and maintain document control processes, methodologies, and distribution matrices

• Register, code, distribute, and archive incoming and outgoing technical and commercial documentation

• Ensure the latest approved documents are made available to relevant users in a timely manner

• Monitor document control compliance, turnaround times, and key performance indicators

• Compile reports on document status and identify non-conformities with improvement recommendations

• Perform additional administrative tasks as assigned by the supervisor

Qualifications

• Bachelors degree in Business Administration or a related discipline

• Additional training in office administration or secretarial studies is advantageous

Experience

• Minimum of 5 years experience in executive secretarial or administrative support roles

• Experience supporting senior management in a busy office environment

• Prior responsibility as a principal administrator or personal assistant is preferred

Skills and Competencies

• Strong organisational, planning, and time management skills

• Clear written and verbal communication skills

• Ability to work under pressure and manage competing priorities

• Professional, discreet, and diplomatic approach

• Strong interpersonal skills with the ability to interact at all organisational levels

• Proficient in standard office software applications including word processing, spreadsheets, and presentations

• Fluent in English; knowledge of Arabic is an advantage