Job Summary:

Role holder at this level support the Chief Officer (C-Level) providing a complete administrative & secretarial service including time management, administrative & general office duties and acting as the first point of contact to interface with callers. The role demands a degree of initiative in carrying out respective duties. Confidentiality, excellent communication, and organizational skills are essential to this level. The role holder may also be required to provide general support and coordinate with various stakeholders.

Key Accountabilities:

• Provide administrative support to the Chief Officer (C-Level), routing callers, preparing, drafting internal correspondence and report under direction to ensure that all matters are dealt with efficiently and appropriately.
• Provide a time management / diary service on behalf of the Chief Officer to ensure effective time usage and to avoid conflicting schedules.
• Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
• Schedule appointments (including conferences), coordinate travel, including complex itineraries / venues, accommodation and visa arrangements for the Chief Officer and guests to optimize on time and convenience. Including arranging logistics (i.e., transportation, gate-pass and permits).
• Manage incoming mail and telephone calls, draft responses, redirect correspondence and callers to the appropriate Department / Section, obtain additional information where necessary. Highlight desired actions for the Chief Officer to ensure he/she is in possession of sufficient background information needed.
• Liaise with senior level contacts, both internally and externally including Senior Management Team, officials of government authorities and companies in Qatar and overseas to facilitate the Chief Officer’s business communication.
• Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role.
• Prepare internal / external correspondence. Type memos, reports, minutes of meetings. Assist Chief Officer in preparing presentation material and statistics as and when required.
• Act as first point of contact for both internal and external visitors wishing to contact the Chief Officer to ensure that only those having genuine and acceptable reasons may do so. Guide delegates / visitors.
• Maintain cost efficient levels of office supplies in order to ensure ready availability and continuity of work processes.
• Coordinate with Chief Officer, Department Managers, Heads of Sections, and other stakeholders for the preparation of reports, plans and meetings.
• Schedule and coordinate meetings. Plan and arrange venues. Coordinate with participants. Send reminders and follow-up messages. May participate in meetings to Record Minutes.
• Assists the Chief Officer in preparing for meetings by providing documentation, reports, previous minutes of meetings and background information on the subject under discussion.
• Co-ordinate the receipt and compilation of information necessary for the regular activity and progress reports.

Desired Candidate Profile:

• Bachelor’s Degree or High National Diploma in relevant discipline, preferably with Engineering/ Technical background.
• Minimum of 7 years direct and relevant experience. Having previous work experience in Engineering or a related technical field is an advantage.
• Confidentiality, excellent communication, and organizational skills are essential.
• Excellent computer application skills/ Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent verbal and written communication skills with a professional demeanour.