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Administrative Support Specialist

2 months ago

Doha, Baladīyat ad Dawḩah, Qatar lxbfYeaa Full time
About the Role

We are seeking a highly skilled and experienced Administrative Support Specialist to join our team at lxbfYeaa. As an Administrative Support Specialist, you will provide administrative support to our Vice Presidents and the team, ensuring the smooth operation of our day-to-day activities.

Key Responsibilities
  • Administrative Support: Provide administrative support to the Vice Presidents and the team, including managing and evaluating administrative requests, ensuring all are within corporate guidelines.
  • Communication Management: Manage and coordinate internal and external communications, including handling calls to the Vice Presidents' office in an efficient and professional manner.
  • Correspondence Management: Independently manage correspondence with internal and external parties, based on guidelines and outlines set by the Vice Presidents.
  • Record Management: Act as the first point of contact for incoming queries from external and internal stakeholders, record, filter, disseminate, and communicate all incoming and outgoing matters to the Vice Presidents, taking follow-up action where appropriate.
  • Database Management: Provide confidential administrative support, ensuring smooth and effective day-to-day operations to the Vice Presidents, including data input into databases, management of databases, establishment and maintenance of filing systems, diary management, photocopying, faxing, and any other related duties.
  • Meeting Management: Arrange internal and external meetings and provide necessary administrative support, such as preparation of materials, charts & reports, taking minutes, and distributing as required.
  • Travel Arrangements: Make travel and hotel accommodation arrangements in line with agreed guidelines and procedures.
  • Project Support: Support the Line Manager and the department in delivering planned projects within a specified deadline, in terms of documentation, follow-ups, task coordination.
  • Task Management: Plan, organize, and prioritize tasks in order to meet deadlines, as well as work with minimal supervision and attend meetings where required to record minutes, manage administration, assist with reports.
Requirements
  • Education: Bachelor's Degree or Equivalent with Minimum 4 years of job-related experience.
  • Skills: Excellent relationship and networking skills, excellent command of English Language, proven commercial skills and business acumen, ability to develop a good network within QR, strong decision-making and problem-solving skills, excellent planning and time management, highly computer literate in Microsoft Office (Word, Excel, Access, PowerPoint, and Outlook), ability to work independently, as well as part of a team, an eye for detail, including when under pressure.