Administrative Assistant
Qatar Petroleum
Total years of experience :10 years, 8 Months
Provide administrative support to ensure that records for Academic Affairs Section are maintained in an effective, up to date and accurate manner
Provide administrative support to Head of Section to ensure the efficient operation of the section office
Report on Student information involving, attendance, payments, registration and termination … etc and ensure its integrity
Maintain office systems, including data management, filling, handle telephone calls, enquiries and request allowing the section to function optimally
Handle letters, memos and other jobs and type confidential documents, circulars, notifications and minutes of meeting facilitating easy access and distribution
Maintain records and filing of reports (trainees, scholarships), correspondence and related material for ease of access and retrieval
Create and maintain office documents such as leave schedules, meeting schedules, strategic plans and business plans for the sake of good office practices
Communicate with HRR/HRA in regards to recruitment formalities of students who graduated from colleges/universities
Assist in communicating with departments, subsidiaries and affiliates on academic progress reports of students
Maintain confidentiality in all aspects of all tasks is required by the nature of the job
Frequent contacts with CTA staff and other CT division in conduct of assignments/duties
Maintain regular contact with the trainees, training focal points of departments, subsidiaries and affiliates regarding matters related to students proceeding or on academic studies
Main support to the Corporate Communications Team at head office in Doha
Day-to-day administrative work for the successful running of the department
Processing media fam trip forms
Liaising with PR agencies around the world
Monitoring global media coverage
Prepare daily media coverage clippings report
Filter all media enquiries received through the Qatar Airways media database, compiling Press kits for visiting journalists and press conferences
Provide support at Press Conferences - specifically registering media on arrival
Processing and keeping track of approval forms
Processing visa requests for visiting journalists
Help, prepare and process journalist itineraries…etc
Work out-of-office hours when the need arises
Co-ordinates schedule and travel arrangements for Staff, including details of business plans.
Co-ordinates requests from Managing Director, and staff.
Reviews outgoing correspondence and format outgoing documents that require the MD’s signature.
Maintaining the files and handling all secretarial work.
Collects, reviews, and distributes incoming hard copy and electronic mail.
Handles mail not requiring the MDs' attention.
Co-ordinates meetings, arranging for facilities, equipment, and catering.
Prepare and distribute notices, agendas, information packets, progress reports, and meeting minutes.
Handles office management activities.
Co-ordinates Hotel & Flight Reservations.
Preparing Proposals & Pre-qualifications.
Public Relation Officer
Arrange visa (work permit, husband sponsored visa, visit visa etc.) for expatriates and their family.
Schedule staff’s visa, medical, coordinating with other internal and external departments.
Collect all appropriate documentation necessary for visa and mits required to be processed.
Organize visas for holiday and business related travel for managers as required.
Responding to staff queries on Visa/ Labour/ Passport related matters.
Ensure all visa, medical and labour permits are up to date and arrange timely renewal.
Assist in all general inquiries concerning labour and immigration matters.
Will provide admin support as needed
Preparing all correspondences faxes of the GM.
Handles office management activities for the General Manager office.
Filling and handling all secretarial work related to the General Manager.
Organizing the GM schedule and travel arrangements.
Organizing incoming and outgoing mail.
Preparing strategic clients quotations on need basis.
Document & Data Controller & Internal Quality Auditor, QA Department
Preparing, identifying, coding, revising, approving, issuing, modifying, canceling, re-approving, controlling, indexing, filing, maintaining, storing and disposing all QMS documents, data and records.
Reviews working instructions, policy and procedures and ensures all employees compliance.
Conducts internal audits as per the agreed audit plans.
Responsible for documentation and data controlling.
Ensures that corrective actions are taken after the audit
report.
Handles the internal & external customer complaints
Follow-up the renewal of the contracts
Prepares all correspondences faxes of the Customer Support Manager
Files and handles all secretarial activities for the department
Translates from English to Arabic & vice versa
Organizes the Customer Support Manager Schedule and travel
Pass