Executive Assistant

Job description:

The Executive Assistant (EA) will provide high-level executive, administrative, and operational support to the Executive management. This role requires excellent organizational, communication, and coordination skills to ensure seamless management of priorities across the two institutions. The EA will serve as a trusted point of contact, ensuring discretion, efficiency, and professionalism in all matters.

Executive Support

• Manage calendars, coordinate meetings, and oversee appointments for Executive Management
• Prepare meeting agendas, take accurate minutes, and ensure timely follow-up on action items.
• Arranging travel, visas and accommodation and, where required, travelling with the EM to take notes at meetings or to provide general assistance during presentations, planning itineraries, developing agendas and meeting materials, etc
• Draft, review, and proofread correspondence, reports, and presentations for leadership approval.
• Handle highly confidential information with discretion and professionalism.
• Liaise with ministries, vendors, and partner institutions on behalf of leadership.
• Support the coordination of internal and external communications to ensure consistent messaging across both entities.
• Coordinate domestic and international travel, including visas, itineraries, and logistics.
• Organize and manage events, workshops, board meetings, and official functions.
• Process invoices, purchase orders, and expense claims in coordination with Finance.
• Maintain structured filing systems (digital and physical) for accessible record-keeping and compliance.

Skills

• Exceptional organizational and multitasking abilities.
• Strong interpersonal and stakeholder management skills.
• High integrity and ability to maintain strict confidentiality.
• Proactive problem-solving and initiative-taking.
• Ability to work under pressure and to tight deadlines
• Ability to thrive in a fast-paced and dynamic academic environment.
• Full-time role based in Doha, Qatar.
• Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines
• Highly organized self-starter, able to work unsupervised or as part of a team

Specialized Training / Knowledge Required

• Strong IT proficiency (MS Office Suite, digital collaboration tools, and presentation software).
• Excellent command of written and spoken English

Education & Qualifications

• Bachelor’s degree in Business Administration, Accounting, Hospitality Management, Education Administration, or related field.

Experience

• 5+ years of progressive experience as an Executive Assistant, Secretary, or Personal Assistant to Leadership
• Experience in Accounting is a plus

Job Types: Full-time, Permanent

Experience:

• Executive Assistant to CEO: 5 years (Required)
• Accounting: 3 years (Preferred)