Admin Assistant national oil and gas operator

Admin Assistant national oil and gas operator in Doha Qatar

We are looking to hire an Admin Assistant for a national oil and gas operator in Doha Qatar.

• Manage the direct supervisor's calendar, including scheduling meetings and appointments, answering questions and meeting requests directed to the direct supervisor, and ensuring appropriate coordination and notifications.
• Prepare correspondence, compile reports, presentations and other material, and handle information requests, performing clerical duties as required by the direct supervisor.
• Coordinate and/or execute all office administration, secretarial, and clerical services in the direct supervisor's office.
• Represent the direct supervisor by welcoming and directing visitors, reviewing correspondence, and drafting appropriate responses.
• Receive, filter, direct and/or relay telephone mail and fax messages, and arrange conference calls for the direct supervisor.
• Ensure availability of administration resources, services, and utilities including office equipment, stationery, refreshments, etc., in the direct supervisor's office.
• Provide administrative support to the direct supervisor, including organizing meetings, coordinating agendas, facilitating regular submittals and approvals, and tracking action items for completion to ensure specific deadlines are met.
• Assist in conducting basic research, preparing, compiling and/or summarizing reports for the direct supervisor, and briefing the direct supervisor as required.
• Interface between the direct supervisor's office and others to ensure smooth flow of information and documents as required.
• Establish and update a filing system for all documents in the direct supervisor's office for tracking and reference.
• Maintain appropriate control on access and custody of confidential matters and documents by ensuring appropriate authority and approvals are obtained prior to such access.
• Assist in handling special projects/assignments such as coordinating special events and other corporate functions, serving as liaison between concerned parties and the direct supervisor's office.
• Prepare and implement document control methodology and system.
• Develop and update the document distribution matrix.
• Register, code, distribute and file all incoming and outgoing technical and commercial documentation in a centralized filing system.
• Ensure that the latest version of documents is timely made available to users, especially at plant sites.
• Validate that the project document control system is in line with the project document control procedure emissions? We keep as described.
• Monitor and expedite owners review and approval turnaround time of documents to meet contract requirements.
• Compile statistical reports on documentation turnaround time.
• Monitor document control KPIs.
• Register and report crawl nonconformity.
  * note: keep original.
• Perform other ad‑hoc responsibilities and tasks as assigned by the direct supervisor.

• 5 years experience in executive secretarial and administration support role, or office administration/management in a busy direct supervisor's office, 2 of which as a principal administrator or personal assistant.
• Bachelor's degree in Business Administration or related field, and relevant training in office management or secretarial field required.
• Strong organization and planning skills.
• Good communication skills (oral and written).
• Teamwork skills and ability to guide others.
• Ability to work under pressure and use own initiative.
• Tact, diplomacy, and ability to relate well with people at all levels, senior to junior.
• Strong computer skills:
  Microsoft Office (Word, Excel, PowerPoint, Access).
• Fluent in English; knowledge of Arabic is a definite advantage.

Where are you located? What’s your nationality? What is your notice period? When can you engage this job? Please only apply and press yes if you have read the requirements, education, experience and certifications and match these.

Engineering Support, Cost Estimates, Log Analysis, Petrel, BLM, Production Data, Productions operations, Petroleum Engineering, Engineering Analysis, Economic Analysis, Development Plans, Reservoir Characterization, Technical Support, Technical Reports

Location:

Doha, Qatar

Employment Type:

Full Time

Vacancy: 1