04

Administrative Assistant & Office Manager

The team

Portland’s Doha office opened in 2014 and expanded quickly to meet the needs of our clients here and throughout the region. We have unrivalled first-hand experience of the complex interplay between government, politics, media, business and public audiences. Throughout the region, and the world, Portland works with governments, brands, companies, foundations, and multilateral bodies to devise and implement communications strategies as well as help them build capabilities within their organizations.

The role

The role is varied, providing key support to the Doha office with adhoc support to our Singapore Office and liaising with the London-based office management team. You will be expected to work with the support team to deal with a range of issues. Your hours will be 9am to 6pm Monday-Friday

Duties may include, but are not limited to:

Office Management and team support

  • General administration assistance for the office leadership and coordination with global finance and accounting team
  • Maintaining inventories and stock checks including stationery, branded materials, business cards
  • Setting up of audio/ visual equipment so rooms are meeting ready
  • Assisting with meeting room set ups
  • Management of team travel booking (international and domestic)
  • Managing partner expense reports, credit card billing and timesheets
  • Managing senior team paperwork
  • Organizing and booking meetings, restaurants and event spaces as required
  • Support and coordination of internal planning and reporting documents
  • Administration of client documents
  • Providing administrative support to 3 partners in his role and overseeing the Doha operation
  • Facilitating integration with global marketing team
  • Arranging accommodation, travel, visas, residency permits and health insurance for Portland staff when needed

IT

  • First point of contact between staff and IT and Telecom providers
  • Basic trouble shooting on technical issues
  • Basic telephone programming
  • Liaising with HR and IT support provider, to create new user accounts
  • Allocating Skype funds as and when required
  • Configuring mobile devices

Personal Specification

Competences applicable to the post:

  • Proactive approach with the ability to use own initiative
  • Ability to communicate to staff at all levels
  • Logical approach to problem solving/ trouble shooting
  • Ability to work calmly under pressure
  • Positive and flexible approach to team working
  • Experience working with international clients or in an international environment
  • Professional proficiency using Microsoft Office, particularly Excel and PowerPoint
  • Professional level English verbal and written communication skills

We work on a number of high-level, sensitive projects so discretion is crucial.

Qualifications and skills:

  • College or university degree
  • Minimum 2+ years’ work experience within administrative environment
  • Good knowledge of Microsoft applications (PowerPoint, Word, and particularly Excel)
  • Mac knowledge desirable

Due to the high volume of applications we receive it is unfortunately not possible to respond directly to all applicants, only to those whose candidacy is being pursued. In addition, the length of the recruitment process varies based on the vacancy needs. Traditionally, the process takes approximately 2-4 weeks. Therefore, your patience is greatly appreciated.

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