Executive Personal Assistant
Job Location : Qatar
Key Responsibilities :
• Ensure the proper compilation of data, prepare error-free reports and/or collate data for consideration and presentation by supervisor as and when required within the set deadline.Property Development
• Process and respond professionally and promptly to all incoming and outgoing communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary.
• Remain strictly professional and approachable at all times, provide excellent customer service to all visitors of immediate supervisor and business partners.
• Ensure to maintain an accurate and up-to-date scheduler to help organize appointments with the direct supervisor and give necessary advice / reminder on daily basis and ensure critical meetings are not missed.
• Ensure to check admission of guests without appointments to the direct supervisor on daily basis and maintain a log of visitors and appointments for easy reference on a daily basis.
• Ensure total confidentiality and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.
• Ensure that documents for the department are distributed to the concerned personnel on a timely manner, are properly screened / and organized in the signature file on daily basis.Career Resources & Planning
• Ensure to record distributed documents and monitor actions taken for correspondence that require reply on a daily basis and advise the direct supervisor for any documents / matters that require immediate attention on daily basis.
• Ensure screening and forwarding approved calls to the direct supervisor on daily basis.
• Ensure to monitor all documents coming in or always leaving the department in compliance to the quality management system.
• Ensure proper dissemination of emails to the department on daily basis. Ensure that couriers / packages are delivered / received in timely manner.
• Ensure to collate data or to prepare professional reports, memos or presentations as and when requested by the supervisor within the established time frame with minimal errors.
• Ensure to compile data, prepare error free reports or collate data for consideration and presentation by supervisor as and when required within the set deadline.
• Support the implementation of HSE initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and IMS policies
Qualifications :
• Bachelor's Degree in Business Administration or any related field
• Minimum 5 years of working experience
• 3 years of relevant working experience
• 2 years of GCC experience is a plus
• Proficiency in administrative tasks such as scheduling meetings, managing calendars, organizing travel arrangements, and handling correspondence, ensuring efficient office operations.
• Ability to prioritize tasks, manage deadlines, and handle multiple responsibilities simultaneously, optimizing the executive's time and productivity.
• Understanding of the importance of confidentiality in handling sensitive information, such as financial documents, legal matters, and personal correspondence, maintaining discretion and professionalism at all times.
• Excellent verbal and written communication skills to liaise with internal and external stakeholders, including executives, clients, and vendors, conveying information clearly and professionally.
• Strong problem-solving skills to anticipate and address issues proactively, troubleshoot problems independently, and find effective solutions to challenges that arise in the course of supporting the executive.
• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role