Job Description

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

Requirements:

Where are you located? What's your nationality? What is your expected salary for this job? 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. Knowledge of Industry Standards: Understanding of safety, compliance, and environmental standards in the Oil and Energy sector. Multitasking in High-Pressure Environments: Ability to handle multiple priorities in a fast-paced and dynamic work environment.