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Executive Assistant

3 months ago

Doha, Baladīyat ad Dawḩah, Qatar FMM Full time

Facilities Management and Maintenance currently has a vacancy for an Executive Assistant. The Executive Assistant provides administrative support to the Chief Executive Officer and other company executives.

  • Maintains CEO's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel arrangements.
  • Creates and maintains incoming/ outgoing documents and correspondence.
  • Arranges all documents for CEOs convenience.
  • Arranges and prepares all the supporting and needed documents for the board meetings; distribute folders to the required board members; follow up on the board meeting minutes; arrange for all board members signatures.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • If requested, attends meetings with the CEO and takes notes of the meetings
  • Arranges the meeting room and providing necessary supplies.
  • Is the first point of contact for anyone visiting the FMM offices.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Prepares presentations, folders and documents ahead of meetings, including venues, catering, attendees etc.
  • Establishes a daily routine to support CEO's main tasks.
  • Reports any accident, incident, near miss or health event at work to the line manager.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Develops and maintains record filing.
  • Other tasks as assigned by the management.

Qualifications

  • Bachelor's Degree or Diploma in Administrative/Business related field.

Previous Experience:

  • Must have experience and excellent knowledge of computer (including MS Office) and other office equipment.
  • Minimum 5 years of job-related experience and minimum 3 years as an Executive Assistant.

Job Specific Skills:

  • Excellent spoken and written communications skills.
  • Excellent organizational and time-management skills.
  • Reporting skills.
  • Positive attitude.
  • Plenty of initiative.
  • Excellent command of English grammar and spelling, Arabic is an advantage.
  • Professionalism.
  • Accuracy and attention to detail.
  • Ability to work under pressure and meet deadlines.
  • Tact and discretion in dealing with confidential information
  • Available outside working hours.
  • Flexible and willing to go the extra mile.

Job Type: Full-time

Application Question(s):

  • What is your minimum expected salary?

Experience:

  • job related: 5 years (Required)
  • Executive Assistant: 3 years (Required)

License/Certification:

  • driving license (Preferred)

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