70 Administrative Assistant Ii jobs in Qatar

The Executive Assistant is responsible for providing administrative and clerical support to the Head of School and other duties in support of the school’s goals and mission. The position also involves substantial contact and interaction with teachers, staff, students and the community.

Duties And Responsibilities

• Assist the Head of School with a variety of projects and initiatives.
• Assist the Head of School in planning and conducting meetings with teachers, student, staff and community.
• Assist the Head of School with orientation, workshops, seminars and the coordination of special projects.
• Assist the teachers and staff with communicating to them all relevant school’s guidelines, policies and procedures and assist with the implementation of new policies and procedures.
• Composes, edits and prepares correspondence and reports related to the school as needed.
• Resolve and/or advise solutions for a variety of administrative situations or problems concerning the school.
• Handle confidential verbal and written information with appropriate discretion.
• Answers and screens calls.
• Addresses Head of School’s office concerns and resolves problems.
• Manages the Head of School’s schedule including interviews, meetings and presentations.
• Prepares agendas, materials and minutes for meetings; may edit speeches, presentations and reports for the Head of School.
• Makes travel arrangements for the Head of School and department staff.
• Processes registrations and claim forms.
• Processes membership dues for international and local organizations.
• Manages databases for mailings and/or organizational directories.
• Assists in scheduling facility setups, meetings, appointments and catering arrangements.
• Monitors developing trends and issues of assigned area and informs Head of School of impending issues that affect the school;
• Participates in Senior Administration meetings and other staff meetings and provide meeting minutes.
• May coordinate, prepare and edit statistical or other reports;
• May process and monitor confidential student and staff records;
• Performs other duties as assigned.
  
  

• Bachelor’s degree is required.
• 5 years of experience in an administrative position, or other type of position with direct relevance and equivalent responsibilities.
  
  

• Handling incoming calls and directing them accordingly
• Scheduling appointments and organizing meeting agendas
• Recording and distributing meeting minutes
• Composing and sending emails, memos, letters, faxes, and forms
• Assisting in the creation of regular reports
• Establishing and maintaining a filing system
• Updating office policies and procedures
• Ordering office supplies and researching new suppliers
• Keeping a contact list updated
• Booking travel arrangements
• Submitting and reconciling expense reports
• Providing general support to visitors
• Serving as the point of contact for internal and external clients
• Collaborating with executive and senior administrative assistants to respondto requests and queries from senior managers

• Proven experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant
• Basic accounting, invoicing, and emailing to the clients
• Knowledge of office management systems and procedures
• Familiarity with office equipment such as printers and fax machines
• Proficiency in MS Office, with a strong emphasis on Excel and PowerPoint
• Excellent time management abilities and the ability to prioritize tasks
• Attention to detail and problem-solving aptitude
• Strong written and verbal communication skills
• Well-organized with the ability to handle multiple tasks
• High School diploma; additional administrative assistant or secretary certification is a plus
• Arabic will be added value

• 2,500 to 3,500 QAR.

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Job Description – Administrative Assistant

Position Overview

We are seeking a detail-oriented and proactive Administrative Assistant (Administrative Support Specialist) to manage daily administrative and HR support functions. The role ensures smooth office operations through effective management of office maintenance, document control, access card processing, parking allocations, time and attendance monitoring, purchase order (PO) delivery tracking, and supplies inventory. The position also supports HR-related activities and provides excellent internal customer service while ensuring compliance with organizational policies.

Key Responsibilities

Office Maintenance

• Coordinate maintenance activities, including vendor and service provider management for cleaning, repairs, and facilities services.
• Ensure office equipment is functional, serviced, and maintained regularly.
• Address and resolve facility-related issues promptly to ensure a safe and efficient workplace.

Document Management

• Maintain physical and digital records using barcoding and records-keeping systems.
• Organize and securely store documents to allow quick retrieval and easy access.
• Manage archiving and disposal of records in line with organizational retention policies.

Access Card Applications

• Process employee and tenant access card applications, including new hires, terminations, and role changes.
• Maintain an updated access card database and ensure compliance with security standards.

Parking Allocations

• Oversee staff, tenant, and visitor parking allocations for efficient and fair usage.
• Manage parking permit applications and maintain accurate records.

Time and Attendance

• Review and validate daily employee time and attendance data.
• Generate weekly attendance reports for payroll and management, highlighting irregularities.
• Collaborate with department heads to resolve discrepancies and enforce policy compliance.
• Monitor and maintain adequate office supply levels.
• Manage vendor relationships, place orders, and track deliveries.
• Conduct regular inventory audits and update records.

Purchase Order (PO) Delivery Monitoring

• Track purchase orders to ensure timely delivery of goods and services.
• Follow up with suppliers to resolve issues related to delays or incomplete deliveries.
• Maintain a PO log to align with procurement processes and escalate discrepancies.

Other HR & Administrative Support

• Collect and maintain employee records (QID, driving license, passport, etc.), ensuring timely updates.
• Support onboarding, internal communications, and office coordination.
• Assist in special projects, ad hoc administrative tasks, and HR-related activities as assigned by management.

Qualifications & Requirements

• Bachelor’s degree in Business Administration, Human Resources, or a related field.
• 10 years of administrative or office management experience (preferably in Qatar or GCC region).
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook); experience with records management systems is an advantage.
• Strong communication and interpersonal skills for interacting with employees, vendors, and stakeholders.
• Ability to work independently, handle confidential information, and meet tight deadlines.
• Fluency in English; Arabic proficiency is an added advantage.

Job Title: Administration Assistant
Location: Doha, Qatar
Type: Contract

Qualifications

• Higher secondary education, with additional training in computer applications.

• Training in records management and automated systems is an advantage.

• Strong written and verbal English communication skills.

Experience

• Minimum 5 years’ experience in project document control, preferably within the Oil & Gas industry.

• Familiarity with document management systems and quality processes.

• Experience supporting logistics, procurement, and vendor coordination is desirable.

Key Responsibilities

• Support document controllers and administrative staff in managing project documentation activities.

• Assist with quality checks on deliverables and ensure proper distribution according to the approved Document Distribution Matrix (DDM).

• Prepare weekly project reports (look-ahead, overdue, outstanding, and exceptions).

• Generate and issue external transmittals, ensuring approvals and signatures are obtained before distribution.

• Maintain hardcopy and electronic filing systems in compliance with quality standards.

• Support project dossier reviews, archiving, and disposal of completed documentation.

• Assist in staff development and training programs.

• Coordinate with vendors and suppliers to expedite purchase orders (POs) and ensure on-time delivery of materials.

• Monitor vendor performance, resolve delivery issues, and prevent non-compliance in logistics processes.

• Liaise with freight forwarders, courier partners, and government authorities for logistics requirements.

• Handle urgent requests, including shutdown-related and critical material needs.

• Prepare and maintain regular progress and KPI reports.

Preferred Skills

• Strong organisational and multitasking abilities.

• Good knowledge of logistics, supply chain coordination, and vendor management.

• Ability to build effective communication channels with stakeholders.