Senior Personal Assistant Doha, Qatar

Job Description: Personal Assistant to Division Chief

Role Purpose:

The role of the Personal Assistant to the Division Chief is to provide efficient and effective personal assistance and secretarial support. This includes managing the Chief’s time, handling administrative duties, and serving as the primary point of contact for callers and visitors. The Personal Assistant is expected to demonstrate a high degree of initiative and discretion in carrying out their responsibilities.

Key Accountabilities:

Secretarial and Administrative Support:
- Provide comprehensive secretarial and administrative support to the Division Chief, enabling smooth divisional processes.
- Facilitate efficient handling of mail by routing correspondence appropriately and drafting replies when necessary.
- Maintain confidentiality procedures, and register and track accountable documentation to ensure security and control.
Meeting Coordination:
- Arrange meetings called by the Division Chief, ensuring necessary facilities are available and booked.
- Draft agenda topics and prepare accurate minutes of meetings as required.
Correspondence Management:
- Provide efficient personal assistance and correspondence support to the Division Chief.
- Prioritize and handle incoming communication from internal and external parties, drafting replies as appropriate.
- Act as the initial point of contact, screening requests and giving priority to those with genuine and important reasons.
Diary and Time Management:
- Manage the Division Chief’s diary, ensuring effective allocation of time among various responsibilities.
- Coordinate appointments and meetings to ensure timely attendance with all necessary documents.
Problem-solving and Initiative:
- Proactively identify and address problems and issues that arise within the Division Chief’s office, taking initiative to ensure smooth operations.
- Exercise sound judgment and decision-making in the absence of the Chief, as appropriate.
Documentation Preparation:
- Prepare and compile various documentation, including reports and documents related to projects and divisional matters.
- Ensure timely completion and preparation of materials for meetings and discussions.
Workflow Management:
- Maintain a smooth and uninterrupted workflow by organizing tasks, prioritizing deadlines, and coordinating with relevant stakeholders.

Job Details

Published On	June 6, 2023
Job Source	AL KOOT INSURANCE & REINSURANCE CO.
Organization	AL KOOT INSURANCE & REINSURANCE CO.
Total Jobs	Multiple
Job Location	Doha, Qatar
Last Apply Date	June 10, 2023

How to Apply Senior Personal Assistant Doha, Qatar?

Based on the information provided, here is a list of skills needed for the position:

Organization: The ability to maintain a systematic and orderly approach to tasks, schedules, and information management.
Co-ordination skills: The ability to coordinate and manage multiple tasks, projects, and schedules simultaneously.
Accurate Record Keeping: Strong attention to detail and the ability to maintain accurate records, files, and documentation.
Interpersonal skills: The ability to effectively interact and communicate with colleagues, clients, and stakeholders in a professional and courteous manner.
Computer skills: Proficiency in using computer software and applications, including word processing, spreadsheets, email, and calendar management.
Communication & interpersonal skills: Excellent verbal and written communication skills, as well as the ability to build and maintain positive relationships with others.
Time management: Effective prioritization and time management skills to meet deadlines and manage competing demands.
Bilingual: Fluency in both English and Arabic is mandatory for effective communication in an Arabic-speaking environment.