Location: Doha, Qatar
Employment Type: Full-time
Joining Requirement: Immediate Joiner Preferred
Job SummaryWe 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 Responsibilities1. 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.
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 Power Point.
Familiarity with ERP systems, document management systems, or electronic signature platforms is an advantage.
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.
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.
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AimGulf