Executive Assistant

Roles and responsibilities

1. Administrative Support

• Calendar Management: Manage and maintain the executive’s calendar, scheduling meetings, appointments, and travel arrangements.
• Documentation: Prepare, edit, and distribute correspondence, reports, and presentations.

2. Communication Management

• Point of Contact: Serve as the primary point of contact between the executive and internal/external stakeholders.
• Information Dissemination: Handle incoming calls, emails, and inquiries, prioritizing and responding as appropriate.

3. Meeting Coordination

• Agenda Preparation: Organize and prepare agendas, materials, and notes for meetings.
• Minutes and Follow-Up: Take minutes during meetings and follow up on action items to ensure completion.

4. Project Management

• Task Coordination: Assist in managing projects by tracking deadlines, deliverables, and milestones.
• Research: Conduct research and compile information to support decision-making processes.

5. Travel Arrangements

• Travel Planning: Organize complex travel itineraries, including flights, accommodations, and transportation.
• Expense Reporting: Prepare and submit expense reports and invoices for reimbursement.

6. Office Management

• Supplies Management: Oversee office supplies inventory, placing orders as needed.
• Facility Coordination: Coordinate with facility management for maintenance and office needs.

7. Confidentiality and Discretion

• Information Handling: Handle sensitive and confidential information with the utmost discretion.
• Trustworthiness: Build trust with the executive and team by maintaining confidentiality.

8. Relationship Management

• Stakeholder Engagement: Build and maintain positive relationships with clients, vendors, and other stakeholders.
• Networking: Facilitate networking opportunities for the executive through event planning and outreach.

9. Time Management

• Prioritization: Prioritize tasks effectively to maximize the executive’s productivity.
• Deadline Management: Ensure that deadlines are met for various projects and initiatives.

10. Continuous Improvement

• Process Optimization: Identify opportunities for improving administrative processes and workflows.
• Professional Development: Stay updated on best practices in executive support and administration.

Desired candidate profile

▪️ Bachelor’s degree in business administration.

▪ Minimum 5 years experience as an Executive Assistant, Personal Assistant, or similar role.

▪ To act as the point of contact among executives, employees, clients, and other external partners by Managing information flow in a timely and accurate manner.

▪ Act as the point of contact among executives, employees, clients, and other external partners.

▪ Manage information flow in a timely and accurate manner.

▪ Manage executives’ calendars and set up meetings.

▪ Plan meetings and take detailed minutes.

▪ Screen and direct phone calls and distribute correspondence.

▪ Layout information for internal and external communication - memos, emails, presentations, reports.

▪ Looking for locally available candidates in Qatar and ready to join immediately.