PURPOSE
The purpose of this position is to proactively provide comprehensive secretarial and administrative assistance to the MD and to ensure the efficient running of the office.
EDUCATION
Degree preferred or equivalent combination of education and experience.
EXPERIENCE
2 - 4 years working as an executive secretary, effective communication and good interpersonal skill with pleasant personality and ability to plan and organize work and maintain a professional atmosphere in the front office area.
MAIN DUTIES AND RESPONSIBILITIES
1. Supporting and assisting the Managing Director in all requests.
2. Dealing with calls and correspondence on behalf of the Managing Director and ensuring that the Managing Director is kept up-to-date.
3. Processing all incoming emails, letters and other correspondence.
4. Keep records of all correspondence
5. Prepare responses to correspondence containing routine enquiries
6. Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution
7. Write business correspondence
8. Plan, co-ordinate and schedule executive and other meetings and functions
9. Arranging meetings and organizing calendars.
10. Maintains conference room schedules.
11. Attending and keeping accurate minutes at staff, supervisor, executive committee and board meetings if required.
12. Take and transcribe minutes and distribute to meeting attendees if required
13. Schedule and contract meeting facilities and refreshments
14. Arrange teleconferences
15. Sends, receives and routes faxes.
16. Managing all incoming calls to the Executive
17. Screen all calls
18. Manage and maintain the executive’s diary in terms of scheduling appointments, time management and keeping it up to date
19. Make travel and accommodation arrangements for the executive
20. Maintain office equipment
21. Make relevant documents available for scheduled meetings
22. Performs other clerical duties as needed, such as filing, copying and collating.
23. Word-processing of letters, memos, schedules and other correspondence as needed.
24. Researching, filing and photocopying as required.
25. Develop and maintain a document management/filing system
26. Creates and maintains client contact files.
27. Answer queries and complaints for internal and external visitors
28. Greet and screen visitors and determine whether they should be given access to specific individuals
29. Use own initiative and handle problems and then direct to respective office
30. Processing accounts related to office equipment usage
31. Place orders for office consumables
32. Report on expenditure
33. Manage the purchasing card
PERSONAL ATTRIBUTES
The candidate must maintain strict confidentiality in performing the duties. Must also demonstrate the following attributes:
Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
تفاصيل الوظيفة
| 2015-04-29 | تاريخ الإعلان عنها: |
| الدوحة, قطر | منطقة الوظيفة: |
| سكرتارية | الدور الوظيفي: |
| عقارات | قطاع الشركة: |
المرشح المفضل
| متوسط الخبرة | المستوى المهني: |
| أنثى | الجنس: |
| بكالوريوس | الشهادة: |
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