Administrative Assistant

4 days ago

Doha, Qatar BTHS Full time

Answer and direct phone calls
- Organize and schedule appointments and meetings
- Maintain contact lists
- Produce and distribute correspondence memos, letters, faxes, and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Order office supplies
- Submit and reconcile expense reports
- Provide general support to visitors
- Provide information by answering questions and requests
- Take dictation
- Research and create presentations
- Generate reports
- Handle multiple projects
- Prepare and monitor invoices
- Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
- Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies
- Contribute to team effort by accomplishing related results as needed
- Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
- Organize travel arrangements for senior managers
- Book conference calls, rooms, couriers, hotels, etc.
- Cover the reception desk
- Maintain computer and manual filing systems
- Handle sensitive information in a confidential manner
- Take accurate minutes of meetings
- Coordinate office procedures
- Develop and update administrative systems to make them more efficient
- Resolve administrative problems
- Receive, sort, and distribute the mail
- Answer telephone calls and pass them on
- Manage staff appointments
- Coordinate repairs to office equipment
- Greet and assist visitors to the office
- Provide polite and professional communication
- Implement clerical duties and administrative processes**Skills and Qualifications**
- Proven admin or assistant experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multitask and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- At least 7 years of experience in the field or in a related area
- High school diploma or equivalent; college degree preferred

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