Executive Assistant (Procurement & Contracts)

About the role

An experienced, highly organized and proactive Executive Assistant is sought to provide high-level executive and operational support to the CEO and Executive Office in Doha, Qatar. The role also covers procurement, tender coordination, contract administration and financial documentation. The ideal candidate has supported C-level executives, handled confidential matters and coordinated with multiple departments and subsidiaries; immediate joining is preferred.

Key responsibilities

• Support the CEO and Executive Office: manage calendars, appointments, meetings, travel and logistics, and prepare correspondence, reports, presentations and agendas.
• Coordinate board and executive meetings, track action points and decisions, and handle sensitive contracts, financial information and HR matters with strict confidentiality.
• Assist with tenders, RFPs, RFQs, BOQs and commercial submissions, and coordinate with project teams, suppliers and consultants.
• Support purchase requisitions, LPOs, POs, work orders and procurement approvals, and monitor tender deadlines and procurement follow-ups.
• Help with contract preparation, document review, filing and renewal follow-ups, and coordinate with Finance and Operations on invoices, payments and approvals.
• Monitor pending financial and contractual approvals, support document control and compliance, and liaise with clients, consultants, suppliers and business partners.
• Support management reporting, documentation standardization, process improvement, special projects and executive events.

Required profile

• Bachelor's degree in business administration, management, office administration or a related field.
• Minimum 3-5 years of experience in executive assistance, senior management support, operations coordination, procurement or contract administration.
• Experience supporting a CEO, Deputy CEO, Managing Director or similar senior executive is highly preferred.
• Practical experience with tender documentation, RFPs, RFQs, BOQs, LPOs, POs and financial approvals is an advantage.
• Experience across multiple departments, subsidiaries or business units is an advantage; candidates with Qatar experience are preferred.
• Candidates combining C-level support with procurement or contract administration experience, and those available to join immediately or within a short notice, are prioritized.

Required skills

• Excellent written and verbal communication and strong attention to detail.
• Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Familiarity with ERP systems, document management systems or electronic signature platforms is an advantage.