Executive Assistant

Role summary

Location and employment

• The posting lists Doha, Qatar as the location.
• Employment type is full-time.
• Immediate joining is preferred; candidates able to join immediately or within a short notice period are preferred.

Executive support

• Manage executive calendars, appointments, meetings, travel arrangements and related logistics.
• Prepare and review correspondence, reports, presentations, agendas and confidential documents; coordinate board and executive meetings.
• Track action points, decisions and outstanding tasks and follow up to completion.
• Handle sensitive information discreetly and coordinate with internal and external stakeholders for the Executive Office.

Procurement and tenders

• Assist with tenders, RFPs, RFQs, BOQs and commercial submissions; collect documentation from project teams, suppliers and consultants.
• Coordinate supplier documentation and procurement records, and support requisitions, LPOs, POs, work orders and approvals.
• Monitor tender deadlines, submission requirements and procurement follow-ups.

Contracts, finance and operations

• Assist with contract preparation, review, tracking, filing and renewal follow-ups.
• Coordinate invoices, payment documents, LPOs, work orders and approvals with Finance and Operations; follow up on outstanding approvals.
• Maintain organized records, support document control and internal procedure compliance, and coordinate across departments and subsidiaries.
• Support reporting, documentation standardization, process improvement, special projects and executive events.

Qualifications and experience

• Bachelor’s degree in Business Administration, Management, Office Administration or a related field.
• At least 3–5 years of relevant experience in executive assistance, senior management support, operations coordination, procurement or contract administration.
• Experience supporting a CEO or other senior executive is highly preferred.
• Tender, procurement, contract administration and financial approval experience are described as advantageous or preferred.

Skills and candidate profile

• Excellent written and verbal communication and strong proficiency in Outlook, Word, Excel and PowerPoint.
• Familiarity with ERP, document management or electronic signature systems is an advantage.
• Key competencies include confidentiality, integrity, judgment, organization, time management, attention to detail and stakeholder coordination.
• Proactive follow-up, accountability, problem-solving and the ability to manage multiple priorities independently are expected.
• Qatar experience and local business familiarity are preferred; combined C-level support and procurement or contract experience is prioritized.