Executive Assistant - Al Naimi Advisory

Company Name: Al Naimi Advisory

Job Purpose

Reporting to the CEO, the purpose of the Personal Accounts Executive/Secretary is to manage and report on finance-related information for real estate properties situated locally and internationally. Administration of all accounting records, financial statements and other financial reports for Landlord in conformance with international accounting standards.

Duties and Responsibilities

Secretarial responsibilities:

• 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.

Accounting responsibilities:

• Keeps financial records of property rental income and related expenditures.
• Prepare payment for all transactions relating to property expenses and other personal account.
• Acts as Real Estate Accountant for properties located locally and internationally.
• Communicating with various Property Managers, Leasing Coordinators, Facility Managers, Bankers and other contractors regarding all financial transactions
• Prepares and facilitates documentation on payment for all LL expenses by posting in the system and printing appropriate vouchers and cheques/bank transfer.
• Prepares and facilitates documentation of revenue relating to IT activities and management fees collectible from member/subsidiary companies by posting in the system and printing of Revenue Invoices.
• Implements appropriate control on receipt and disbursement transactions and reports to HOFA issues and suggestions towards its effective improvements.
• Monitors and reconciles Accounts Payables, Accounts Receivable, Cash in Bank accounts under LL.
• Monitors Fixed Assets transactions and records pertaining to depreciation.
• Prepares and generates from system appropriate financial statements as requested.
• Performs other intervening functions e.g. system administration, reviews of financial policies, filing of documents and other tasks that may be assigned.

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

Language:

• High level of business English fluency

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:

• Accounting/Bookkeeping: 2 years (Required)

Work Location: In person