Senior Assistant
Qatar Petroleum International
Total years of experience :7 years, 5 Months
GSA
Generates presentation material / graphics and business reports for reviews/meeting.
Attend meetings with General Secretary, and take notes then produce minutes of meeting.
Collect required data and conduct preliminary analysis for General Secretary Review.
Maintain structured data base of contacts for business units (internal and external) entities by functions and level.
Act as first point of contact for both internal and external visitors wishing to contact General Secretary to ensure that only those having genuine and acceptable reasons may do.
Maintain, organize, analyse, update, retrieve data from
1. Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.(ex: Requests for proposals, meetings, consultancies)
2. Open, sort, and distribute incoming correspondence, including faxes, email and mails
3. File and retrieve corporate documents, records, and reports.
4. Greet visitors and determine whether they should be given access to specific individuals.
5. Prepare responses to correspondence containing routine inquiries.
6. Perform general office duties such as ordering supplies.
7. Prepare agendas and make arrangements for executives and partners meetings.
8. Attend meetings in order to record minutes.
9. Compile, transcribe, and distribute minutes of meetings.
10. Make travel and hotel arrangements for executives.
11. Arrange big meetings and parties in hotels(Service line leaders and OMP's visits to meet with Doha Staff, and make sure to provide them with all their requirements needed as visas, tickets, transportation, hotel accommodation and meetings)
12. Coordinate and direct office services.
13. Meet with individuals, special interest groups and others on behalf of executives.
14. Manage and maintain partners' schedules.
15. Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software.
16. Set up and oversee administrative policies and procedures for offices and/or organizations.
17. Interpret administrative and operating policies and procedures for employees.
Responsible to ensure the smooth delivery of the event through the management of the event's committees' channeling of work from the beginning to end.
Responsible to interface with multiple persons and to be comfortable in dealing with all sorts of people.
Liaising with all QCF committees (Steering, Logistics, Activities, Protocol and Marketing& Communication) and preparing comprehensive reports about the whole project on a regular basis.
Briefing and debriefing all QCF committees about important information and project updates as required and needed.
Serving as the focal point between QCF as a center from one side and all QCF committees as auxiliaries from another side, in relation to correspondence and information flow.
Providing the whole scope of administration and executive assistance to the manager and his team as instructed, such as answering calls and queries, arranging the manager's agenda and schedule, preparing meetings agendas and minutes, arranging for procurement and set-up of office equipments, writing and managing the manager's internal and external correspondence, ect.
Preparing and presenting suggestions, continuously, on how to enhance the quality of the fair via innovation.
Liaising with multiple persons both internal and external to Qatar Foundation.
Solving daily operations issues with low to high level of complexity.
Making low level decision to enable performance of the operational activities. Higher level decision making are to be referred to the manager.
Provides administrative support for a department(s). Coordinates projects, programs, and department processes; gathers, compiles, synthesizes, analyzes, writes and formats reports, forms, submissions and other requested data. Extracts from and inputs into, updates and maintains databases, spreadsheets and filing systems. Facilitates communication between department and/or district teams.
Performs secretarial duties including, but not limited to: handling phone calls, screening and directing to appropriate person; answering inquiries, following through on requests, and solving non-routine problems,; screening visitors; schedules appointments; maintains calendars and filing systems; opens and distributes mail; handles faxes; retrieves and distributes e-mail; prepares, composes, processes and distributes correspondence, documents, or other printed information.
Training conducted for a period of 3 months in taxation department
Day-to-day running and interaction with department personnel.
Coordinating department work schedules.
Assisting auditors in their daily work.