Senior Administrative Assistant

Position Brief

The Senior Administrative Assistant is responsible to compile and maintain records of business and office activities, performing a variety of duties and utilising knowledge of systems or procedure.

Functional Responsibilities

• Co-ordinate and distribute papers and documents as appropriate
• Prepare correspondence and documents as instructed according to the department-established procedures
• Use agreed correspondence systems as required to track progress of outstanding actions/sign off and follow up
• Ensure both paper and electronic filing systems are developed and maintained to the standard required
• Book rooms and make travel arrangements or other requests as necessary for the Section Head and proactively follow up
• Answer phone calls and respond to queries related to Workshops generic activities or divert calls to relevant staff
• Receive, check, record and file all technical and non-technical documents as per established policy and procedures and keep under safe custody
• Input document data into required registers ensuring that the information is accurate and up to date
• Retrieve and record clearly on document register to whom they have been issued, date and distribute as appropriate
• Provide document control reports as requested, review progress and point out errors and/or delays or issues to relevant staff
• Liaise with subject matter experts on technical subjects to prepare controlled documents
• Adhere to Health and Safety policies and procedures in work and other corporate procedures and comply to any new work instructions
• Perform other duties / tasks as required.

Qualification:

• Bachelors degree or higher level qualification in a relevant subject.
• Current/valid Qatar Driving License would be an advantage

Experience:

• Minimum of 12 years of experience in secretarial/administration tasks
• Experience of working in a multidisciplinary Organization preferably in the Middle East
• Ability to produce Executives reports is compulsory
• Ability to influence and engage stakeholders and staff at all levels within the Organization
• Competent in Microsoft Office Packages
• Ability to communicate verbally and in writing in English is mandatory.
• Ability to communicate verbally and in writing in Arabic would be an advantage.