Job Title: Administrative Assistant

Location: Onshore, Qatar
Employment Type: Contract
Work Schedule: Full-time, Monday to Friday

Job Description
We are supporting a major organisation within the energy and industrial sector to appoint an experienced Administrative Assistant to provide high-level administrative, secretarial, and document control support to a senior manager. This role sits in a fast-paced professional environment and requires strong organisational skills, discretion, and the ability to manage multiple priorities effectively.

The successful candidate will act as a central point of coordination, ensuring smooth day-to-day operations, efficient information flow, and effective document management while maintaining confidentiality at all times.

Key Responsibilities

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  Manage the direct supervisor calendar, including scheduling meetings, appointments, and coordinating notifications

  
  
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  Prepare correspondence, reports, presentations, and briefing materials as required

  
  
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  Coordinate and execute all office administration, secretarial, and clerical activities

  
  
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  Act as a point of contact for visitors, correspondence, and communications on behalf of the supervisor

  
  
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  Screen and manage telephone calls, emails, and messages, including arranging conference calls

  
  
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  Ensure availability and upkeep of office resources, equipment, and supplies

  
  
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  Organise meetings, prepare agendas, track actions, and ensure deadlines are met

  
  
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  Conduct basic research and prepare summaries or reports for management review

  
  
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  Maintain effective communication between the supervisor office and internal or external stakeholders

  
  
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  Establish, maintain, and update structured filing and document tracking systems

  
  
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  Ensure confidentiality and controlled access to sensitive information and documentation

  
  
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  Support special assignments, events, and corporate activities as required

  
  
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  Implement and maintain document control processes, methodologies, and distribution matrices

  
  
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  Register, code, distribute, and archive incoming and outgoing technical and commercial documentation

  
  
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  Ensure the latest approved documents are made available to relevant users in a timely manner

  
  
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  Monitor document control compliance, turnaround times, and key performance indicators

  
  
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  Compile reports on document status and identify non-conformities with improvement recommendations

  
  
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  Perform additional administrative tasks as assigned by the supervisor

  
  

Qualifications

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  Bachelors degree in Business Administration or a related discipline

  
  
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  Additional training in office administration or secretarial studies is advantageous

  
  

Experience

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  Minimum of 5 years experience in executive secretarial or administrative support roles

  
  
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  Experience supporting senior management in a busy office environment

  
  
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  Prior responsibility as a principal administrator or personal assistant is preferred

  
  

Skills and Competencies

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  Strong organisational, planning, and time management skills

  
  
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  Clear written and verbal communication skills

  
  
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  Ability to work under pressure and manage competing priorities

  
  
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  Professional, discreet, and diplomatic approach

  
  
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  Strong interpersonal skills with the ability to interact at all organisational levels

  
  
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  Proficient in standard office software applications including word processing, spreadsheets, and presentations

  
  
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  Fluent in English; knowledge of Arabic is an advantage