Executive Assistant to Executive Director
Artan Holding
Total years of experience :16 years, 3 Months
• Manage the Executive Director's schedule and calendar
• Coordinate meetings, appointments and travel arrangements
• Prepare/collate documents, reports, and presentations for the Executive Director
• Handle correspondence, emails and phone calls on behalf of the Executive Director
• Greet and receive visitors, as well as answering and directing incoming calls
• Assist with meeting preparation and follow-up, including agenda creation and minutes taking
• Provide general administrative support, such as filing, record-keeping, research and data entry
• Act as a liaison between the Executive Director and other staff members, clients and stakeholders
• Handle confidential information with discretion and professionalism
• Manage office supplies and inventory to ensure smooth operations
• Oversee office maintenance and ensure a tidy and organized workspace
• Supervise support staff, such as tea boys and delegating tasks as needed
• Perform ad hoc errands
• Prepare tenders/proposals (Commercial and Technical) based on client requirements
• Ensure the team’s complete documentation for timely submission, including tender bonds and necessary attachments
• Coordinate with suppliers daily and prepare samples as required
• Maintain databases of tenders, clients and suppliers
• Monitor new tender advertisements from various sources
• Respond promptly and accurately to client inquiries
• Perform daily filing tasks
As Executive Secretary to Head of Clubs & Recreational Facilities
• Manage calendar, meetings and travel; screen calls and emails; coordinate meetings and conferences; record meeting minutes; handle correspondence drafting; maintain office files and records; prepare documents and presentations; operate office equipment; conduct research and analysis; greet guests and clients.
• Serve as liaison between management, staff and clients
• Facilitate advertising collaborations with external companies/residents; draft agreements and related documents
• Coordinate logistics and plan Club events/activities
• Generate purchase requests, stationery requests, invoices and notices
• Provide efficient administrative support and assistance
As Administrative Assistant for Website & Communications
• Maintain and update Al Khor Community website, including notices, news and events
• Manage social media accounts, creating and posting updates for residents
• Design posters for events, classes, and advertisements
• Produce weekly newsletters and SAHA campaign materials
• Update Club TV displays using Design Studio software
• Capture photos of Club events for social media
• Maintain newsletter subscriber database
• Submit reports for compilation in Qatargas SharePoint
• Perform additional administrative duties as needed in the Clubs Admin Office
• Support the General Manager and senior staff with administrative tasks such as scheduling meetings, arranging travel, and preparing documents. Manage conference room logistics and maintain confidentiality of sensitive information.
• Manage daily office operations, including screening calls, organizing files, and maintaining calendars. Handle bank transactions, mail distribution, and office supply management. Assist in planning company events and coordinate activities among employees. Complete additional tasks as assigned
• Coordinate inter-office tasks including drafting business correspondence, filing documents, and sorting mail. Maintain employee databases, client directories, and company schedules. Handle document mailing, research potential job candidates, and make travel arrangements. Arrange meeting facilities, prepare agendas, and take meeting notes. Schedule appointments, perform bank transactions, and fulfill office supply requests. Provide assistance to office staff and clients as required.
• Greet visitors and manage phone calls, directing inquiries to the appropriate staff. Provide information on company products and services to customers. Take messages and ensure timely delivery to staff. Maintain reception area, including record-keeping and client check-in/out. Maintain cleanliness and tidiness of the office space.
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