Executive Assistant

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 the Executive Office, with additional responsibilities in procurement, tender coordination, contract administration and financial documentation. The role works closely with the CEO, Finance, E&T, Operations and other stakeholders. Immediate joining is preferred.

Key responsibilities

• Support the CEO and Executive Office: manage calendars, appointments, meetings and travel; prepare and review correspondence, reports, presentations and agendas; coordinate board and executive meetings and track action points.
• Handle confidential contracts, financial information and HR matters, and liaise with internal and external stakeholders.
• 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.
• Assist with contract preparation, document review, filing and renewal follow-ups, and coordinate with Finance and Operations on invoices and payments.
• Monitor pending approvals, support management reporting, document standardization and process improvement, and assist with special projects and 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 or Managing Director is highly preferred.
• Practical experience with tender documentation, LPOs, POs, invoices and work orders is preferred.
• Experience across multiple departments, subsidiaries or business units is an advantage.
• Excellent written and verbal communication skills.
• Preferred: experience in Qatar and familiarity with local business practices; immediate availability.

Required skills

• Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Familiarity with ERP systems, document management systems or electronic signature platforms is an advantage.