Executive Assistant & Corporate Administrator – Financial Services Startup

Overview

Key Responsibilities

• Coordinate the incorporation and establishment of new legal entities.
• Liaise with regulators, legal advisors, corporate service providers, auditors, and consultants.
• Prepare and organize incorporation documents, board resolutions, shareholder documents, and corporate records.
• Maintain statutory records and corporate documentation.
• Track licenses, registrations, renewals, and compliance requirements.
• Coordinate bank account opening processes and maintain communication with relationship managers.
• Prepare and collect KYC, AML, and due diligence documentation required by banks and financial institutions.
• Assist with account signatory changes, documentation updates, and banking correspondence.
• Maintain organized records of banking and financial documents.
• Assist with client onboarding documentation and account opening processes.
• Review application forms for completeness and accuracy.
• Coordinate document collection from clients and counterparties.
• Maintain secure and organized client records.
• Monitor and follow up on outstanding documentation requirements.
• Manage the CFO’s calendar, meetings, appointments, and travel arrangements.
• Prepare meeting agendas, presentations, reports, and correspondence.
• Take meeting minutes and track action items.
• Handle confidential information with professionalism and discretion.
• Support special projects and strategic initiatives as required.
• Develop and maintain filing systems, document repositories, and administrative procedures.
• Coordinate with external vendors, service providers, and consultants.
• Manage office supplies, subscriptions, and administrative contracts.
• Assist in preparing operational manuals, policies, and procedures.
• Track key setup milestones and implementation timelines.
• Coordinate activities between internal stakeholders and external parties.
• Maintain project status reports and ensure timely completion of deliverables.
• Escalate delays or issues requiring management attention.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Finance, Accounting, Economics, or a related field.
• 3–7 years of experience as an Executive Assistant, Office Manager, Corporate Administrator, or similar role.
• Experience dealing with banks, corporate documentation, and regulatory filings.
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Excellent written and verbal communication skills in English.
• Exceptional organizational and time-management abilities.
• High attention to detail and accuracy.
• Experience in financial services, banking, investment firms, brokerage businesses, family offices, or professional services firms.
• Familiarity with KYC, AML, client onboarding, and account-opening processes.
• Experience supporting senior executives or C-suite management.
• Arabic language skills are an advantage.

Personal Attributes

• Highly trustworthy with strong ethical standards.
• Professional and discreet when handling confidential information.
• Self-motivated and capable of working independently.
• Strong follow-up and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Positive, service-oriented, and proactive attitude.

What We Offer

• Opportunity to work directly with the CFO and senior leadership.
• Exposure to the setup and operation of a new financial services business.
• Broad experience across finance, banking, compliance, and business operations.
• A dynamic role with significant responsibility and growth potential.

Application Question(s)

• Are you currently living in Qatar?
• Do you have a valid QID/Residence Permit with NOC?
• If you're selected, how soon you can join?
• What is your salary expectation? (Mention Basic, Housing and Transportation)

Education

• Bachelor's (Preferred)

Experience

• Executive Assistant, Corporate Administrator: 7 years (Preferred)

Language

• arabic (Preferred)