Home Qatar Team Secretary/Administrative Assistant

Home Qatar Team Secretary/Administrative Assistant

Team Secretary/Administrative Assistant

Full time at Knight frank in Qatar
Posted on January 25, 2025

Job details

Overview: We are currently seeking a detail-oriented and organised Team Secretary to provide comprehensive support to our team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members. Responsibilities:

  • Support team members with MS Word, PowerPoint and Excel based tasks.
  • Make travel arrangements for team members such as booking flights, cars, and hotel reservations.
  • Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
  • Prepare and draft letters, reports, agendas, and papers for meetings.
  • Inputs and updates information in databases and spreadsheets.
  • Assist in data entry, generating reports, and compiling information as required by the team.
  • Assist in drafting and collating pitching material.
  • Ensure reports and outputs are in line with formatting standards.
  • Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
  • Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
  • Prepare precise targeted e-marketing emails.
  • Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
  • Arrange and execute post and courier services.
  • Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
  • Handle computer/database (KF Database, Contacts Register, Hub, Sa;es Force).
  • Maintain correct contact information on People Search for the department.
  • Other tasks as required.
Skills and Qualifications:
  • Ideally, 3 to 5 years of proven experience as an Administrative Assistant, Secretary, or similar role.
  • Software: Advanced Microsoft Office skills (Excel, PowerPoint and Outlook)
  • Excellent interpersonal and communications skills.
  • Professional, pleasant and confident manner in making and receiving phone calls.
  • Strong organizational and problem-solving abilities.
  • Ability to take initiative and work proactively.
  • Ability to work through periods of high workload.
  • Ability to maintain and improve filing systems.
  • Attention to detail and a high level of accuracy.
  • Ability to maintain confidentiality and handle sensitive information.
  • Strong team player with the ability to build relationships.
  • Flexibility, adaptability, and a co-operative attitude.
  • Understanding of regional business culture and regulations.
  • Language skills: Fluency in English, written and verbal.
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