Administrative Assistant

6 days ago

Doha, Baladīyat ad Dawḩah, Qatar Energy Job Search Full time
About Us

Step into a world of opportunities in the realms of Oil and Gas, and Energy with our specialized Recruitment Services. At Kariera Group Recruitment Services, we take pride in being the matchmakers for exceptional talent and the key roles that drive innovation and success in the industry. Our mission is to align skilled professionals with forward-thinking companies, ensuring a perfect fit for both candidate and employer. Let us navigate your career journey or help you find the ideal candidate to power your team. Elevate your career or organization with us, where talent meets opportunity.

About The Role

Kariera Group recruitment services are actively seeking to hire an Admin Assistant for a national oil and gas operator in Doha, Qatar.

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 required 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 as 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 in 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 filing system, all incoming and outgoing technical and commercial documentation.
  • Ensure that the latest version of documents is timely made available to users especially at plant site.
  • Validate that the Project Document Control System is in line 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.
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