Administrative Assistant

Job Title

Administrative Assistant

Reports To

Office Manager / Executive Assistant / Department Head (varies by organization)

Department

Administration / Operations

Employment Type

Full-time / Part-time

Job Summary

The Administrative Assistant provides high-quality clerical and operational support to ensure the efficient daily functioning of the office and executive team. This role acts as a central point of coordination for communication, scheduling, documentation, and office logistics. The ideal candidate is highly organized, proactive, professional, and comfortable multitasking in a fast-paced environment.

Key Responsibilities1. Office & Clerical Support

• Answer, screen, and direct phone calls; take accurate messages.
• Greet and assist visitors, clients, and vendors professionally.
• Manage incoming/outgoing mail, email correspondence, and courier packages.
• Maintain electronic and physical filing systems (confidential and general).
• Order and manage office supplies and inventory.

2. Scheduling & Coordination

• Coordinate and schedule meetings, appointments, and travel arrangements for staff.
• Prepare meeting agendas, reserve conference rooms, and arrange catering or AV equipment.
• Send calendar invites and reminders; reschedule appointments as needed.

3. Communication & Documentation

• Draft, proofread, and format letters, memos, reports, presentations, and emails.
• Transcribe meeting minutes and distribute them to relevant parties.
• Manage internal communication channels (Slack, Teams, intranet updates).

4. Data Entry & Record Keeping

• Enter data into CRM, ERP, or internal databases with high accuracy.
• Generate routine reports (expense reports, timesheets, activity logs).
• Assist with basic bookkeeping tasks (expense tracking, invoice processing).

5. Special Projects & Support

• Assist other departments (HR, Sales, Operations) with administrative overflow.
• Organize company events, off-sites, or team-building activities.
• Conduct research or compile information as requested.

QualificationsEducation & Experience

• Education: High school diploma required; Associate’s or Bachelor’s degree preferred.
• Experience: 1–3 years of administrative or office support experience.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or Google Workspace (Docs, Sheets, Calendar, Gmail).
• Experience with scheduling tools (Calendly, Doodle) and communication platforms (Zoom, Slack, Teams).
• Familiarity with basic office equipment (printers, scanners, postage meters).
• (Optional) Experience with accounting software (QuickBooks), CRMs (Salesforce, HubSpot), or project management tools (Asana, Trello) is a plus.

Soft Skills & Competencies

• Organization: Superior time management and ability to prioritize tasks.
• Communication: Excellent written and verbal English; professional phone etiquette.
• Confidentiality: Ability to handle sensitive information with discretion.
• Problem-solving: Resourceful and proactive in resolving minor issues.
• Attention to detail: High level of accuracy in data entry and document preparation.
• Adaptability: Comfortable shifting between tasks and handling last-minute requests.

Work Environment & Physical Requirements

• Ability to sit/stand for extended periods using a computer.
• Occasionally lift up to 15–20 lbs (office supplies/paper).
• Standard office environment (or remote with reliable internet/home office setup).

Pay: QAR55,000.00 - QAR70,000.00 per year

Work Location: In person