Admin Assistant national oil and gas operator in Doha, Qatar

Admin Assistant national oil and gas operator in Doha, QatarDescriptionOverview: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 notificationsPrepare correspondence, compile reports, presentations and other material and handle information requests and perform clerical duties as required by the direct supervisorCoordinate and/or execute all office administration, secretarial and clerical services in the direct supervisor’s officeRepresent the direct supervisor by welcoming and directing visitors, reviewing correspondence, and drafting appropriate responsesReceive, filter, direct and/or relay telephone, mail and fax messages and arrange conference calls for the direct supervisorEnsure availability of a full range and appropriate administration resources, services and utilities including office equipment, stationary, refreshments, etc in the direct supervisor’s officeProvide 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 metAssist in conducting basic research, preparing, compiling and/or summarizing reports for the direct supervisor and briefing the direct supervisor are requiredInterface between the direct supervisor’s office and others by ensuring smooth flow of information and documents as requiredEstablish and update a filing system for all documents to the direct supervisor’s office for tracking and referenceMaintain 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 accessAssist 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 officePrepare and implement Document Control Methodology and SystemDevelop and update the Document Distribution MatrixRegister, code, distribute and file in a centralized filling system, all incoming and outgoing technical and commercial documentationEnsure that latest version of documents is timely made available to users especially at plant siteValidate that the Project Document Control System is in line or not with the Project Document Control ProcedureMonitor and expedite Owner’s review & approval turnaround time of documents to meet Contracts requirementsCompile statistical report on documentation turnaround timeMonitor Document Control KPIRegister and report Non-Conformity in Document Control by users and recommend potential Actions Plan to mitigate issuesPerform other ad-hoc responsibilities and tasks as assigned by the direct supervisorRequirements: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 supervisorBachelor’s degree in Business Administration or related field. Relevant training in office management or secretarial field will be necessaryStrong organization and planning skillsGood communication skills (oral and written)Teamwork skills and ability to guide othersAbility to work under pressure and use own initiativeTact, diplomacy, and the ability to relate well with other people at all levels – Senior to JuniorStrong computer skills: Microsoft Office (Word, Excel, Power Point, Access)Fluent in English, knowledge of Arabic will be a definite advantageRequirementsWhere are you located?What's your nationality?What is your notice period; when can you engage this job?Please only apply and press yes if you have read the requirements, education, experience and certifications, and match these.LocationDoha, Qatar#J-18808-Ljbffr