160622 QLC Admin Assistant .pdf

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Original filename: 160622 QLC Admin Assistant.pdf
Title: QLC Admin Assistant rv0
Author: Mario Zeinoun

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Administration Assistant – Executive
Assistant Job Description / Role Profile
1. JOB DETAILS:
Position Title:

Administrative Assistant

Reports to:

Director of Strategy and Performance

Department

Strategy and Performance

2. JOB PURPOSE / ROLE:

To perform administrative and secretarial tasks, in order to support the activities and the
productivity of the Strategy and Performance Management Department in an effective and
efficient manner.
3. JOB DIMENSIONS
Number of Staff
Supervised:

Direct Reports:

Nil

Total:

Nil

4. KEY ACCOUNTABILITIES:
Description

Key Performance Indicators

Visitor & Communication Handling



Receive and assist visitors, and handle all incoming telephone
enquiries and personal calls; act as a first point of contact for
both internal and external parties who wish to contact or meet
QLC’s Director of Strategy and Performance, and screen the
requests to ensure those with genuine and important reasons
are given priority
Calendar Handling



Effective communication
parties concerned




Communicating effectively with others



Provide administrative support to the Director of Strategy and
Performance, including organising meetings, handling the
calendar, researching issues, tracking action item completion,
and managing other administrative requirements, as needed.
Travel Arrangements



Effective and timely administrative
support



Effective calendar handling





Reservations made are in full
compliance with company policies
and procedures



Accurate and timely arrangements



Effective maintenance of schedules
maintenance



No overlaps



Prompt completion of assigned tasks

Arrange travel, transportation and accommodation of QLC
Director of Strategy and Performance, as requested, to ensure
that all desired expectations are met

Meeting Room Bookings



Maintain the schedules relating to the use of facilities, including
conference rooms, meeting rooms and others, in order to
ensure adequate organisation and lack of overlaps
 Help in organizing QLC events and hotel booking if needed.
Correspondences, Reports and Minutes



Write and edit minutes, and draft and/ or type reports and

with

all

Prioritisation of appointments

1

Administration Assistant – Executive
Assistant Job Description / Role Profile
correspondences, ensuring accuracy and consistency and
standardisation of formats

in an accurate and effective manner

Filing



Maintain a systematic filing system of documentation pertaining
to the division, in order to facilitate future referencing and
ensure easy accessibility for the team.
 Maintain databases related to QLC participants and follow up
on related activities.
Policies & Procedures



Follow all relevant policies, processes, operating procedures
and instructions, so that work is carried out in a controlled and
consistent manner



Time exerted towards retrieval of
information



Compliance
with
operational
procedures and instructions

5. QUALIFICATIONS, EXPERIENCE, & SKILLS:
Minimum Qualifications:

Diploma in administration or related field or equivalent
Minimum Experience:

3-5 years as an executive secretary
Job-Specific Skills:







Proficiency in English and Arabic
Professionalism
Time management skills
Computer and MS Office skills
Communication skills
Typing skills

6. COMPETENCIES:






Customer service orientation
Courteousness
Integrity
Curiosity
Proactivity

APPLICATIONS



Interested qualified candidates please apply by submitting your resume by email to
HR Manager Noora Al Naemi no later than 26th June
E: noalnaemi@qlc.org.qa

2


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