Executive Assistant to the CEO

4 days ago

Doha, Baladīyat ad Dawḩah, Qatar Tameer Real Estate Projects Full time
  • Coordinate and manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prioritize and arrange meetings based on urgency and importance.
  • Ensure the CEO is well prepared for meetings with relevant materials and information.

Communication Management:

  • Act as a primary point of contact between the CEO and internal/external stakeholders.
  • Screen and manage phone calls, emails, and other correspondence, responding when appropriate or redirecting to relevant personnel.
  • Draft, proofread, and edit emails, letters, and reports on behalf of the CEO.

Meeting Preparation & Support:

  • Prepare agendas, take minutes, and provide follow-up on action items from meetings.
  • Coordinate logistics for meetings, including booking venues and organizing necessary equipment.
  • Ensure the CEO is provided with all necessary information and documents before meetings.

Travel Coordination:

  • Make travel arrangements for the CEO, including booking flights, hotels, and ground transportation.
  • Create detailed itineraries, ensuring all logistics are accounted for and up-to-date.
  • Handle last-minute changes and emergencies related to travel plans.

Document and Record Management:

  • Maintain an organized filing system for both physical and digital documents.
  • Prepare, proofread, and manage reports, presentations, and other documents as required by the CEO.
  • Assist in managing confidential information, ensuring that all data is handled with discretion.

Project Coordination:

  • Assist the CEO with special projects and initiatives, managing tasks and deadlines.
  • Communicate with internal departments to ensure project timelines and deliverables are met.
  • Provide administrative support for the completion of strategic projects and company goals.

Office Management:

  • Oversee the day-to-day functioning of the CEO's office, ensuring that it runs smoothly and efficiently.
  • Order office supplies, maintain office equipment, and coordinate with other departments as needed.
  • Handle routine administrative tasks such as filing, document management, and maintaining office organization.

Confidentiality and Discretion:

  • Handle sensitive information with a high level of confidentiality and professionalism.
  • Exercise discretion and judgment in dealing with confidential matters and personal matters of the CEO.
Requirements
  • Education: A bachelor's degree in business administration, communications, or a related field (preferred).
  • Experience: Minimum of 3-5 years of experience in an administrative support role, with experience supporting executives or senior management.
  • Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with project management and communication tools (e.g. Zoom).
  • Communication Skills: Exceptional written and verbal communication skills, with a high degree of professionalism.
  • Organizational Skills: Strong time-management skills, with the ability to multitask and prioritize responsibilities.
  • Attention to Detail: Ability to work with accuracy and attention to detail, particularly when managing schedules and preparing documents.
  • Discretion: Ability to handle sensitive information confidentially and professionally.
  • Problem-Solving Skills: Strong ability to identify issues and provide solutions in a fast-paced environment.
  • Interpersonal Skills: Ability to work with people at all levels of the organization, as well as external contacts.
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