The posting
Executive Assistant
Location: Doha, Qatar Employment Type: Full-time Joining Requirement: Immediate Joiner Preferred
Job Summary
We are seeking an experienced, highly organized, and proactive Executive Assistant to provide high-level executive and operational support to the CEO and Executive Office, with additional responsibilities in procurement, tender coordination, contract administration, and financial documentation.
The ideal candidate will have experience supporting C-level executives, handling confidential business matters, coordinating with multiple departments and subsidiaries, and managing time-sensitive executive and procurement activities. The role requires excellent communication, discretion, attention to detail, and the ability to manage competing priorities in a fast-paced business environment.
The successful candidate will work closely with the CEO, Finance, E&T, Operations, and other relevant stakeholders to ensure efficient coordination, timely approvals, and smooth execution of executive office activities.
Key Responsibilities
1. Executive & C-Level Support
- Provide comprehensive administrative and executive support to the CEO and Executive Office.
- Manage executive calendars, appointments, meetings, travel arrangements, and related logistics.
- Prepare and review executive correspondence, reports, presentations, meeting agendas, and confidential documents.
- Coordinate board meetings, executive meetings, and stakeholder communications.
- Track meeting action points, pending decisions, and outstanding tasks, ensuring timely follow-up and completion.
- Handle sensitive contracts, financial information, HR matters, and executive communications with the highest level of confidentiality.
- Coordinate with internal and external stakeholders on behalf of the Executive Office.
2. Procurement & Tender Coordination
- Assist in preparing, reviewing, and coordinating tenders, Requests for Proposals (RFPs), Requests for Quotations (RFQs), Bills of Quantities (BOQs), and commercial submissions.
- Coordinate with project teams, suppliers, consultants, and other stakeholders to collect the required documentation.
- Support supplier coordination, vendor documentation, procurement records, and tender submission timelines.
- Assist with purchase requisitions, Local Purchase Orders (LPOs), purchase orders (POs), work orders, and procurement approvals.
- Monitor tender deadlines, submission requirements, and procurement-related follow-ups.
- Maintain accurate and organized procurement files and supplier records.
3. Contract Administration & Financial Coordination
- Assist with contract preparation, document review, tracking, filing, and renewal follow-ups.
- Coordinate with Finance and Operations regarding invoices, payment documentation, LPOs, work orders, and approval requirements.
- Monitor pending financial and contractual approvals and follow up with the relevant departments.
- Ensure documents are properly organized, accurately recorded, and submitted within established timelines.
- Support document control and compliance with internal procedures.
4. Operations & Cross-Departmental Coordination
- Coordinate activities across the CEO Office, Finance, Operations, and other business units.
- Support administrative requirements across multiple departments or subsidiaries, where required.
- Monitor deadlines, deliverables, approvals, and outstanding action items.
- Liaise with clients, consultants, suppliers, business partners, and external stakeholders.
- Support management reporting, documentation standardization, and process improvement initiatives.
- Assist with special projects, executive events, and other assignments as required by management.
Qualifications & Experience
- Bachelor's degree in business administration, Management, Office Administration, or a related field.
- Minimum 3–5 years of relevant professional experience in executive assistance, senior management support, operations coordination, procurement, or contract administration.
- Previous experience supporting a CEO, Deputy CEO, Managing Director, or other senior executive is highly preferred.
- Practical experience in tender documentation, RFPs, RFQs, BOQs, procurement coordination, or contract administration is an advantage.
- Experience coordinating LPOs, POs, invoices, work orders, and financial approvals is preferred.
- Experience working across multiple departments, subsidiaries, or business units is an advantage.
- Excellent written and verbal communication skills.
- Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
- Familiarity with ERP systems, document management systems, or electronic signature platforms is an advantage.
Key Competencies
- Executive-level communication and professional judgment.
- High level of confidentiality and integrity.
- Excellent organizational and time-management skills.
- Strong attention to detail and document accuracy.
- Effective stakeholder management and cross-departmental coordination.
- Proactive follow-up, accountability, and problem-solving.
- Ability to manage multiple priorities and meet tight deadlines independently.
Preferred Candidate Profile
- Candidates with experience in Qatar and familiarity with local business practices are preferred.
- Candidates with a combination of C-level executive support and procurement or contract administration experience will be given priority.
- Candidates available to join immediately or within a short notice period are strongly preferred.
