Job: Chief Secretary

Start Date

End Date

2022-03-08

Contract Type

Indefinite

ACCOUNTABILITIES
High Level Administrative Support:

–  Organize and maintain CPO files of correspondence, records, forms, applications etc., following up on pending matters.

–  Prepare documents, forms, applications etc. based on requests received from Departments.

–  Read and analyse incoming e-mails, faxes, memos, submissions, and reports in order to determine their significance and plan their distribution and action.

–  Produce a variety of correspondence, reports and presentations using the appropriate software for word processing, graphics, and spread sheets.

–  Screen telephone calls, letters, and/or visitors, answers routine questions, and furnishes information, when possible.

–  Route or answers routine correspondence not requiring CPO’s attention.

–  Process replies on own initiative or based on CPO instruction or notes.

–  Prepare regular reports, gather, and summarize data.

–  Make travel arrangements for CPO.

–  Administer and chair the Group’s administrative assistant monthly meetings and update the action log via share point system.

–  Administer the Group webpage and ensure share points systems were updated Group record, document.

–  Update and formalize Group organizational structure according to the approved structure and upload into the Group webpage.

–  Complete monthly corporate credit card billing statements, time sheets.

–  Organize and publish the Group messages on behalf of the Chief.

–  Receive and respond to incoming inquiries for the Chief and the Group when required.

–  Screen and proof read incoming correspondence and communication in order to determine the urgency/importance.

Meetings and Calendar:

–  Schedule appointments and coordinates arrangements for meetings and conferences.

–  Remind attendees of forth-coming meetings and prepare meeting agenda.

–  Arrange meeting facilities and take minutes.

–  Assure secretarial follow-through.

–  Maintain CPO appointment calendars.

–  Prepare monthly (management weekly meeting, KPI’s scorecards and others).

Record Keeping:

–  Maintain office files and records in accordance with internal procedures.

–  Maintain CPO filling of highly confidential documents for chief reference.

–  Maintain a record keeping matrix and keep it updated to meet Group’s criteria.

Customer Service:

–  Organize and expedite flow of work through CPO office and Initiate follow-up action.

–  Receive and screen internal customers and their calls.

–  Answer employees’ queries in a timely and professional manner.

–  Process related requests according to given authorities.

Support to Planning Team:

–  Act as the front liner Coordinator for the Group when interacting with other business Groups and act as a stand by focal point person.

–  Direct coordination with Group Managers on behalf of the Chief.

–  Assist Planning Group Team in admin and routine requests.

–  Organize Group events, off site meetings, gatherings and functions.

–  Organize and plan Group’s schedule leave planner for the year and presented to chief for approval.

10. QUALIFICATIONS, EXPERIENCE and SKILLS:
Minimum Qualification:

·         High School Certificate.

·         Higher Diploma or Bachelor Degree is an advantage.

Minimum Experience:

·         3 – 5 years of Experience in a similar role the Oil and Gas Industry preferably in Qatar.

·         2 years of Experience in providing admin support to Senior Management is an advantage.

Job Specific Skills:

·         Office procedures and secretarial skills

·         Typing skills

·         Proficiency in written and spoken English

·         Dealing with Senior Management

·         Communication and time management skills

·         Planning and organizing

·         Microsoft Office Suite

·         Good knowledge of SAP modules in use in the Company

·         Proactive and team player

·         Filing and record keeping

 

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