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.