Key Accountabilities:
Role Purpose
To provide professional administrative assistance and support to AMM Director of Concept and AMM team with the objective of ensuring efficient and effective smooth operations for the future museum and its activities. To ensure the smooth running of the office and help to improve procedures and day-to-day operations.
Duties & Responsibilities
- Logistical support required to run the office smoothly.
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
- Organize and coordinate administration duties and office procedures.
- Manage office budget, ensure accurate and timely estimations and reporting.
- Provide orientation and training to employees and interns.
- Maintain inventory and stock keeping of office supplies.
- Managing the calendar of meetings.
- Planning meetings (in Doha and zoom meetings).
- Travel organisation and management of the itinerary (Doha and international) for all the AMM team and their guests.
- Managing the list of contacts (including international).
- Liaison between AMM team and all QM Departments.
- Liaison with all internal and external stakeholders.
- Regular updates on general QM news and events.
- Understanding QM systems to convey and apply.
- Organising per diems / reimbursements.
- Follow up with all other QM paperwork and inquiries.
- Assist Director on monitoring of some strategic projects.
- Assistance on all the other activities developed by AMM Director of Concept, and AMM team.
- Monitor projects progress, tracking and ensure project activities are on schedule.
- Prepare reports to project stakeholders and management.
- Identify risk to project success and develop strategies to mitigate them.
- Ensure the quality of project deliverables.
- Support project team member.
- Assist in manging changes to project scope.
Archiving
- Archiving key documents on the Art Mill Museum Project.
- Taking minutes at meetings (as required).
EMU database and research
- Imputing very confidential data concerning the AMM collection.
- Corrections of existing entries on EMU.
- Issuing reports and helping with research on the QM collections in general.
Library
- Liaising the purchase of books (part of the future AMM library holdings and currently used for research) to be sent to Paris or Doha, create, and maintain tracking list.
Scientific Committee and Board
- Assist with all the related planning (meetings, travel, minutes).
- Planning the programme of each visit to Doha.
- Liaison with each of the members.
Qualifications/Requirements:
- Excellent organizational and office management experience.
- Extreme attention to detail.
- English and Arabic written and spoken fluently.
- Excellent inter-relational skills.
- Excellent knowledge of office administration and office suite of desktop applications (e.g Word, Excel, PowerPoint etc.).
Education, Experience, and certification requirements
- Bachelor in a relevant discipline.
- Nine years of experience.