Personal Assistant

Power Holding; Qatar; On-site; QAR 60,000 - 90,000; Full time

Job summary

Power International Holding (PIH) in Qatar seeks a proactive Personal Assistant to be the primary contact for the manager, handling correspondence, scheduling meetings, and coordinating internal and external communications with utmost discretion.

The role includes compiling data and reports, maintaining the calendar, logging visitors, and ensuring timely document distribution. English proficiency and strong MS Office skills are essential; SAP experience is a plus.

Qualifications

• Bachelor's Degree in any related field.
• Master's degree in Business Administration.
• Minimum 5 years working experience, 3 years relevant experience; GCC is a plus.

Responsibilities

• Compile data and prepare error-free reports by deadline.
• Process and respond to communications (post, telephone, fax, email, face to face).
• Maintain a scheduler and organize daily appointments.
• Maintain a log of visitors and appointments.
• Ensure professional conduct with visitors at all times.
• Distribute, record or file correspondences, calls or queries for traceability.
• Distribute department documents to concerned personnel daily.
• Screen and organize documents in the signature file daily.
• Record all distributed documents and monitor actions requiring replies.
• Monitor all documents in compliance with the quality management system.
• Prepare professional reports, memos or presentations as requested by supervisor.

Skills

Administrative skills

Data compilation

Scheduling

Communication skills

MS Office

Education

Bachelor's Degree

Master's Degree in Business Administration

Tools

MS Excel

MS Word

ERP SAP

Job description

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The Personal Assistant serves as the primary point of contact for internal and external transactions on all matters pertaining to the immediate superior or manager, such as but not limited to handling information requests, performing administrative functions such as preparing correspondences, arranging conference calls and scheduling meetings as well as fulfilling all administration requirements assigned.

Job Roles & Responsibilities

Ensure to compile data, prepare error free reports or collate data for consideration and presentation by supervisor/manager as and when required within the set deadline.

Process and respond promptly to incoming and outgoing communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary.

Maintain a scheduler to help organize appointments with the immediate superior and give necessary advice / reminder on daily basis and ensure critical meetings are not missed.

Maintain a log of visitors and appointments for easy reference on a daily basis.

Ensure to appear and act in a professional and pleasant manner with all visitors.

Ensure to confidentially and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

Ensure that documents for the department are distributed to the concerned personnel on a timely manner on a daily basis.

Ensure that documents for the immediate superior are properly screened / and organized in the signature file on daily basis.

Record all distributed documents and monitor actions taken for correspondence that require reply on a daily basis.

Monitors all documents coming in or leaving the department in compliance to the quality management system at all times.

Ensure to collate data or to prepare professional reports, memos or presentations as and when requested by the immediate superior within the established time frame with minimal errors

Ensure to compile data, prepare error free reports or collate data for consideration and presentation by immediate superior as and when required within the set deadline.

Additional Job Roles & Responsibilities

Additional Responsibilities 3

Job Knowledge

Knowledge on handling/preparing correspondence.

Knowledge of information gathering and monitoring

Excellent working knowledge of English (oral and written)

Knowledge of computer and other related office equipment

High proficiency in Computer Office Applications and Programs (MS Excel, Word etc.)

ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Minimum 5 year(s) working experience, 3 year(s) relevant working experience, 2 year (s) GCC is a plus

Agility

AI Fluency

Resilience

Quality_321977507

Leadership_321977503

General Inventory Management L2

Calendar Maintenance L2

Document & Record Control L2

Travel Arrangements L2

Administrative Document Design L2

Education

Bachelor's Degree in any related field

Master's degree in Business Administration