Executive Assistant

Job Description

The Admin Assistant is responsible for providing secretarial and administrative support to Practice Leaders.

This role requires a strong understanding of business priorities, with the ability to proactively anticipate needs, streamline processes, and enhance overall efficiency for the leadership team. The holder will be capable of handling complex tasks with minimal supervision, responding swiftly and effectively to time-sensitive situations, and exercising sound judgment and discretion, particularly when dealing with confidential or sensitive information.

Key responsibilities also include coordinating weekly stand-up meetings, managing the preparation of financial reports, identifying resource needs, and overseeing timesheet submissions as required.

External Interfaces

• Vendors and Service Providers
• Clients and Partners
• External Stakeholders
  
  

Internal Interfaces

• Practice Leaders
• Other leads within the Practice Unit
• All other malomatia Personnel (as and when required)
  
  

Responsibilities

Strategic

• Act as the point of contact between Practice Leaders and executives, employees, clients, and other external partners
• Assess and prioritize matters requiring the Practice Leader’s attention, handling issues personally when appropriate.
• Keep the Practice Leader informed of time-sensitive and high-priority issues, ensuring timely follow-up.
• Organize weekly stand-up meetings with Practice and Business Unit leaders to monitor progress on financial matters, including budgeting, costs, revenue, forecasting, invoicing, and related areas.
• Act as the main contact for the preparation of Project Financial Performance and Budget reports.
  
  

Operational

• Draft, review and send communications on behalf of Practice Leader
• Organize and prepare for meetings, including gathering necessary documents and managing logistics.
• Respond to queries and relay messages and information to the Practice Leader.
• Coordinate, execute, and assist with team activities such as staff meeting agendas, all-hands meetings, off-sites, and social events.
• Work closely with Practice Leader to track progress, drive the completion of key deliverables, and follow up on outstanding items.
• Support contract extensions, renewals, as well as promotions and demotions of resources within the Practice Unit.
• Manage the coordination and submission of expense reports.
• Complete various special projects, including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda materials.
• Oversee the timely and accurate submission of timesheets for all engagements by employees in the Practice Unit.
• Process Malomatia resources share requests with the Practice Leader, submitting requisitions in ERP/Partner resources systems.
• Identify resource needs, communicate requests to the recruitment coordinator, and supervise the hiring and induction process for new service resources.
  
  

Qualifications

Desired Educational Background Diploma or bachelor’s in business administration preferable or any related field from a recognized university OR equivalent qualification.

Language Requirement English, Arabic (preferred)

Desired Experience

• Minimum 3+ years of professional experience as an Admin Assistant, or experience in a similar position
• Experience providing administrative and logistical support to a business leaders and functions.
• Needs good understanding of IT Solutions company with prior experience in a large to medium sized IT firm
  
  

About Malomatia

ABOUT US

malomatia is a leading Qatar-based IT services and solutions provider, bringing together top Qatari and international talent to deliver innovative, end-to-end technology solutions that empower clients to achieve their strategic goals.

Our mission

Empowering Qatar’s businesses and governments to leap into the digital future with agile, knowledge-driven solutions.

Our vision

To become Qatar’s trusted knowledge partner in digital transformation, disrupting industries, shaping the future, and building a world-class tech ecosystem.

Driving change that makes a real impact

Since 2008, malomatia has been driving Qatar’s digital transformation through innovative, ISO-certified IT solutions. With expertise across key public and private sectors, we empower the nation’s vision with advanced services in cloud, cybersecurity, AI, and contact center excellence, elevating the role of technology in shaping Qatar’s sustainable future.

About The Team

Established in 2008, malomatia is a Qatari leader in IT services and digital transformation. We serve key sectors including Government, Healthcare, Education, Customs, and Transportation, delivering impactful solutions that support national development goals. Powered by a diverse team of skilled Qatari and international IT professionals, we deliver innovative, high-value digital solutions tailored to the unique needs of our clients.

Our mission is to inspire customers to thrive through digital excellence, and we envision becoming the trusted partner of choice in building a smarter society through technology and talent. We are driven by core values that define our culture and approach: ownership, integrity, empathy, teamwork, transparency, agility, excellence, trust, and innovation.

Join us in shaping the future of technology in Qatar