Executive Assistant

Job Title

Executive Assistant – Executive Management

Reporting To

Executive Management / Board / Senior Leadership Team

Job Purpose

The Executive Assistant (EA) to Executive Management provides high-level administrative, coordination, and strategic support to ensure the efficient functioning of the executive office. The role requires exceptional organizational skills, confidentiality, professionalism, and the ability to manage complex priorities in a fast-paced Oil & Gas environment. The EA acts as a trusted liaison between executive management and internal and external stakeholders.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to executive management, including calendar management, meeting coordination, and correspondence handling.
• Proactively manage complex schedules, prioritizing appointments, meetings, and deadlines.
• Prepare, review, and manage executive correspondence, emails, presentations, and reports.
• Act as the primary point of contact for executive management, ensuring professional and timely communication.

Meeting, Board & Committee Support

• Coordinate executive, board, and committee meetings, including agendas, meeting packs, presentations, and minutes.
• Track action items and follow up to ensure timely completion.
• Support preparation of materials for executive leadership reviews, audits, and strategic meetings.

Travel & Logistics Coordination

• Arrange domestic and international travel for executive management, including visas, tickets, accommodation, and detailed itineraries in compliance with company and Qatar travel policies.
• Coordinate logistics for executive events, conferences, and stakeholder meetings.

Communication & Liaison

• Act as a liaison between executive management and internal departments, joint venture partners, government entities, and external stakeholders.
• Handle sensitive and confidential information with the highest level of discretion.
• Represent executive management professionally when delegated.

Documentation & Records

• Maintain organized and secure filing systems (electronic and hard copy).
• Ensure compliance with company policies, corporate governance standards, and confidentiality requirements.
• Support preparation of official documents, contracts, and reports as required.

Special Projects & Support

• Assist executive management with special projects, research, and data compilation.
• Coordinate cross-functional initiatives and track milestones and deliverables.
• Anticipate executive needs and proactively resolve administrative challenges.

Education & Professional Qualifications (Qatar Oil & Gas Standards)

• Bachelor’s Degree in Business Administration, Management, Secretarial Studies, or a related field (mandatory).
• Professional certification such as Executive Assistant Certification, Diploma in Office Management, or equivalent is highly preferred.
• Training in corporate governance, business communication, or project coordination is an advantage.

Experience Requirements

• Minimum 7–10 years of experience as an Executive Assistant or Senior Administrative role supporting executive or senior management.
• Proven experience within the Oil & Gas, Energy, Petrochemical, or EPC sector in Qatar or the GCC is strongly preferred.
• Experience supporting board-level executives and working with multicultural stakeholders is essential.

Language Requirements

• Bilingual – Preferred
• Excellent English (spoken and written)
• Proficiency in Arabic (spoken and written) is a plus

Skills & Competencies

• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• High level of professionalism, integrity, and discretion
• Ability to work under pressure and manage multiple priorities
• Strong attention to detail and problem-solving skills
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to work independently and proactively anticipate executive needs

Personal Attributes

• Professional and confident demeanor
• Highly reliable and trustworthy
• Adaptable and resilient in a demanding work environment
• Strong interpersonal skills and cultural awareness

Job Type: Full-time

Pay: QAR7,500.00 - QAR9,500.00 per month

Experience:

• Executive Assistant: 7 years (Required)