Secretary

Position Brief

The Secretary is responsible to assist and work directly with the Section to handle all filing, calendar invitations, scheduling, internal and external section related communications on behalf of the section teams; when needed.

Functional Responsibilities

• Provide efficient secretarial services ensuring work is completed effectively and efficiently within agreed timescales

Ensure that all telephone enquiries from a variety of sources are dealt with professionally. Take initiative to follow-up on enquiries when appropriate.

Ensure that inquiries or issues receive the appropriate attention and are handled promptly and efficiently.

Ensure efficient office systems are in place, including filing of correspondence, and prioritizing e-mails.

• Organize, maintain, and update the diaries and calendars. This entails arranging meetings, seminars, and conferences as and when required. This may also include hotel booking, venues, transport.

Coordinate all arrangements for meetings to ensure that they are properly organized and minutes are accurately recorded and circulated.

Receive and make telephone calls on behalf of the management team.

Remain on-call 24/7 to perform necessary administrative tasks or changes to travel arrangements.

Handle regular archiving both electronically and physically.

Ensure high standards of confidentiality to safeguard commercially sensitive information

Perform other duties/ tasks as required

Qualification:

• Diploma or equivalent in relevant Subject

Holder of Accreditation from known Institute would be an advantage

Ability to produce Executives reports is compulsory

Holder of current/valid Qatar Driving License would be an advantage

Approachable personality is compulsory and ability to work flexible hours and multitask

Experience:

Minimum of 7 years experience in a similar position

Knowledge and experience of relevant software applications including spreadsheets and database management

Knowledge of administrative, clerical procedures and business principles

Proficient in spelling, punctuation, grammar and other Arabic and English language skills

Proven experience of producing correspondence, documents and required typing speed.

Proven experience in information and communication management

Knowledge of Microsoft Office Packages

Ability to communicate verbally and in writing in English is essential

Ability to communicate verbally and in writing in Arabic is preferred