Provide logistical support, coordination and handling all administrative services, procedures, and policies for the department team; Specifically, providing assistance to the Director and ensuring smooth running of the office.

Responsibilities

• Executive Assistance:
• Provides comprehensive support services to the Director and providing full administrative assistance including, but not limited to, organizing and managing his calendar, organizing and arranging internal and external meetings/appointments, sending out invitations and reminders, preparing expense reports, processing invoices and ensure smooth day-to-day engagements.
• Maintains continuity of work by documenting and communicating effectively within and outside the organization
• Plans, organizes and participates, when required, in meetings, taking the minutes, arranging for their distribution and organizing meeting rooms.
• Coordinates and arranges speaking engagements, conferences, Seminars and offsite meetings
• Assumes responsibility for the expenses reports of Executives and team and follows up on payments accordingly.
• Performs other ad-hoc requests as and when required
• Facilitates travel arrangements for the Director and other senior members of the team whenever required
• Prepare and edit correspondence, reports, and presentations
• Administration Support:
• Organizes and implements appropriate filing and record management systems to ensure that records are always current and accessible
• Manage the day-to-day operations of the Department
• Coordinate, compile and report the monthly accruals for the department, acting as a focal point.
• Conduct ad-hoc assignments at the request of other members of the department
• Raise requisitions online and issues local purchasing order (LPO)'s for general services and follows up accordingly
• Upholds and role-models TAQA's values and desired behaviors
• Ready to take responsibility in any additional tasks given by the Department.
• Acts as a liaison between the Directors office and the department
• Uses high degree of discretion and works in a professional and focused manner.

Qualifications and Experience

Minimum Qualification

Bachelor’s degree or equivalent

Minimum Experience

• 3-5 years of relevant experience in administrative and/or executive support role
• Must have excellent communication skills including fluent English written and oral
• Must have strong Ms office
• Excellent organization skills with the ability to deal with all levels of stakeholder