Senior Personal Assistant/ Administration Assistant
QATAR PETROLEUM
Total years of experience :12 years, 5 Months
Apart from the secretarial work, the job covers interaction with senior managers and others, manning the manager's office efficiently and effectively, scheduling his time, relieving him of his routine office functions and correspondence, organizing meetings, and following up on business issues using good communication skills Ensure the maintenance of a filing system and the efficient flow of documents, in accordance with established filing system as required by exigencies. Participates in the establishment of electronic filing system for the Department and retrieval of documents and subsequent archival. Oversees the preparation of the Duty Roster (holidays, shift work, on-call) for Manager's approval. Types highly confidential letters, drafts replies relating to administrative nature. Coordinates the preparation, collection and forwarding of all routine returns and reports, daily, weekly and monthly. Maintains and update department database in accordance with procedures. Receive all incoming external mail from other departments and general offices, requiring registration. Set priorities and answers to all administrative queries raised by various divisions and departments, independently resolves any discrepancies.
Provides administrative and secretarial support to the Managing Director and handles routine administrative tasks under general supervision. Types memos, letters, e-mails, and prepares documents and presentations according to requirements and instructions. Manages the daily and weekly schedule for and maintains the appointment calendar. Liaises with concerned parties for meetings to ensure smooth coordination. Makes travel arrangements by booking flights, accommodation and transport. Screens incoming telephone calls, letters and e-mails, and filters them based on priority and importance. Diplomatically handles interactions over calls to direct or hold calls appropriately. Maintains the physical and electronic filing systems associated with the offices of the MD and ensures proper documentation, handling, safe storage and easy retrieval of information. Coordinates with the other employees on behalf of the MD with regard to information gathering / sharing, and following-up. Provides coordination support for meetings and communications on behalf of the MD.
Ensures reception is manned during office hours. Responsible for answering and transferring
calls/taking messages as necessary. Maintains diary of staff movements and taking messages for
staff out of the office. Keeps the records of boardroom meetings. Photocopies letter and other relevant
documents when necessary. Deals with incoming and outgoing courier documents for the Project as
well as distributing office mails. Types and edit correspondences for the Project Managers and staff
as needed. Maintain site staff list and contact numbers in spreadsheets.
Responsible for answering and transferring calls/taking messages as necessary. Carries out work -
processing/typing/desktop publishing work. Deals with incoming post and date stamps incoming mail
and maintains the controlled mail database. Ensures reception is manned during office hours and
making sure visitors book is used at all times. Maintains diary of staff movements and taking
messages for staff out of the office. Assists in the preparation of meetings. Photocopies letter and
other relevant documents when necessary. Any other duties requested by the Area Director /Project
Manager. Liaise with travel agencies regarding flight and hotel booking for the Area Director and other
employees. Sees to it that necessary supplies are kept on hand in sufficient quantities at all times. Co-
ordinates the collection and electronic entry of weekly timesheets. Acts as Accounts Clerk and
performs other duties as requested by the Financial Manager.
As a secretary, the scope of responsibility is the day to day activities and all aspect of work in the
office including the works of a receptionist receiving incoming calls and makes out-going calls, acting
as a personal assistant to the City Veterinarian, Making leaflets, handouts used for information
dissemination. Responsible for the day to day control of incoming and outgoing correspondence.
Makes an organized filing system to ensure that all documents are in proper order and system.
Responsible for producing letters, memos, faxes, notes of meeting, etc. from initial draft through to final
issue. Makes hotel reservations, bookings and inquiries. Acts as coordinator for seminars and make
documentaries for work on field.
Responsible for all the aspects of work involved in the department as directed by the administrator, or
by the Standard Operating Procedures. Works as a receptionist or front desk officer. Keeps accurate
and detailed records of all departmental activities. Maintains an organized filing system and registers
for immediate access with minimum delay. Types memos, letters, reports, records and general
correspondence. Prepares and maintains records of meeting proceedings. Maintains statistical
records, as necessary. Facilitates verbal and written communication, both intra and inter
departmental. Assists with payroll/timesheet preparations of approximately 200-250 employees.
Receives telephone messages and makes out-going calls. Also sends and receives fax messages.
Performs other duties and responsibilities, as requested in a pleasant manner.