Executive Assistant

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar iHorizons Full time

Job Summary
You will facilitate the CEO's work using a high level of communication, organizational, business, administrative, and secretarial skills. The job is of a diverse nature and therefore quick learning and flexibility are essential. You will work closely with the CEO to handle administrative, personal, business, and creative support in order to maximize the CEO's time available for executive-level duties.

You will handle a wide variety of situations including project follow-up, business and personal communication on behalf of the CEO, time and schedule management, strategic and tactical prioritization, support and execution as directed, as well as clerical and administrative functions of the office of the CEO across multiple time zones. Serve as the point of contact between the CEO and employees.

Reporting Structure
The Executive Assistant reports to the CEO.

Job Responsibilities

  1. Manage professional and personal scheduling for the CEO.
  2. Manage the CEO's calendar and arrange his appointments and meetings, prepare agendas, and coordinate with all relevant parties. Ensure that the CEO is well prepared for meetings.
  3. Attend the CEO's meetings as and when required, prepare meeting minutes, and follow up on tasks and actions.
  4. Update, maintain, and prioritize the CEO's task lists.
  5. Deputize for the CEO: make decisions and delegate work to others in the CEO's absence as agreed with the CEO.
  6. Help run the CEO's personal errands.
  7. Manage communications between the CEO, senior management, and employees on all tasks and initiatives, liaising with internal and external executives on various projects and initiatives.
  8. Collect and present departmental progress reports on projects and initiatives to the CEO. Analyze them and report variances to plans and escalate when they are not going to plan.
  9. Check the CEO's emails and respond to them when needed. Research information for replies to messages where appropriate, both internally and externally.
  10. Effective management of own time tasks and in building efficient work relationships.
  11. Screen and handle his phone calls and communications.
  12. Maintain the CEO's contacts.
  13. Manage internal and external communication in a timely and solution-oriented approach.
  14. Handle the role of Management Committee (MC) Secretary.
  15. Assist the CEO in envisioning and developing new business cases.
  16. Understand the company's vision and objectives and dedicate yourself to achieving them.
  17. Keep abreast of company policies and procedures and help others understand and follow them.
  18. Continuously focus on enhancing and developing processes and procedures for handling work.
  19. Help document new business concepts and initiatives in presentable formats.
  20. Carry out background research on various topics for the CEO and present reports and findings to stakeholders.
  21. Help formulate business models and feasibility studies.
  22. Come up with initiatives to improve overall work effectiveness and help develop procedures and systems to enhance work environment and general performance.
  23. Support the CEO in maintaining outstanding engagement levels with key clients and partners.
  24. Maintain and protect company ethics with an extreme sense of commitment, confidentiality, and discretion.
  25. Help the CEO stay updated on project implementation statuses.
  26. Assist the CEO in initiating and carrying forward various organizational development activities and initiatives.
  27. Draft, type, edit, format, proofread, and assemble reports, documents, and presentations.
  28. Ensure staff adherence to standards and procedures and expedite workflows.
  29. Perform administrative and office support, such as writing business letters, typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database.
  30. Review internal documents prepared by staff before passing them to the CEO.

Educational Qualification
Preferably a university degree in Business Administration. A Master's degree in Business Administration is a plus.

Previous Work Experience
Worked as a CEO-level EA for at least 3-5 years, with overall experience of at least 7 years. Preferably at a company in an area similar to iHorizons.

Skills and Abilities

  1. Excellent communication and presentation skills in Arabic and English, both verbally and written.
  2. Punctuality and consistency.
  3. Ability to handle multitasking effectively.
  4. Ability to learn new concepts, skills, and processes quickly.
  5. Maintain and develop advanced skills in MS Office and Teams. Preferably did training/certification in those areas.
  6. Good time management skills, flexibility, be a team player, with a high sense of responsibility.
  7. Be confident and capable when liaising with people at all levels.
  8. Ability to act independently and have initiative.
  9. Be proactive and meet deadlines efficiently.
  10. Respond promptly to various work requirements. Well organized, assertive, proactive, focused, personable, pleasant, articulate, and professional.

About iHorizons
iHorizons is a leading provider of business solutions and technology services in the Arab World. Headquartered in Doha, Qatar, we work with prominent clients to support the implementation of their digital strategy. The ultimate outcomes are radically improved customer experiences and increased operational efficiencies. We are a forward-looking organization, always enhancing our methodologies and adopting new technologies so that we can serve our customers better and improve our position in the market. We have an outstanding culture, and we provide unique opportunities for career growth to all our staff.

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