Assistant to Asst. General Manager

2 weeks ago

Doha, Qatar Futad Advertising Full time

**Job Title: Assistant to Asst. General Manager - Commercial Proposals & Events Execution (Temporary)**

**Company Overview**:
Futad is a Qatar-based innovative multimedia platform that specializes in creating cutting-edge technological experiences. We offer various innovative products, ranging from interactive kiosks to VR experiences. We are looking for a dynamic and highly organized Assistant to Asst. General Manager - Commercial Proposals & Events Execution to join our team in Qatar.

**Job Purpose**:

- Formula 1 Activations
- Arte Museum Doha
- Microsoft AI Conference
- Google Cloud Conference
- QSTP AI Week

**Key Responsibilities**:

- Assist in preparing commercial proposals and presentations that are not only visually compelling but also structured to effectively communicate project objectives, timelines, and deliverables.
- Coordinate with external vendors, event venues, and internal teams to ensure all event requirements are addressed, executed efficiently, and aligned with the project’s goals and budget.
- Manage the scheduling, appointments, and travel arrangements for the Project Manager, ensuring smooth operations across multiple projects and minimizing scheduling conflicts.
- Oversee project timelines and deadlines by proactively following up with team members, stakeholders, and vendors, ensuring all deliverables are met promptly and efficiently.
- Prepare comprehensive project documentation, including briefs, progress reports, and post-event analyses, ensuring accuracy and clear communication throughout all stages of the project.

**Required Skills & Experience**:

- Female, proficiency in both Arabic and French is essential for effective communication with diverse clients, stakeholders, and team members.
- Ability to manage multiple tasks simultaneously, ensuring high-quality delivery while maintaining attention to detail in all aspects of the project.
- Must be able to prioritize tasks effectively, manage competing deadlines, and adapt to flexible working hours in line with industry standards.
- Strong written and verbal communication skills, with the ability to engage with clients and colleagues in a professional and clear manner.
- A proactive approach to identifying challenges and offering practical solutions, especially in fast-paced or high-pressure environments.
- Ability to work effectively in a team environment, collaborating with different departments and stakeholders to ensure seamless execution of events.
- Familiarity with event management tools, software (e.g., Microsoft Office, project management platforms), and digital communication tools to streamline processes and improve productivity.

**Preferred Qualifications**:

- Bachelor’s Degree: A degree in a relevant field such as Marketing, Event Management, Hospitality, Project Management, Communications.

**Job Details**:

- Duration: 3-month temporary contract, with the potential for a permanent position based on performance.
- Benefits: Vehicle, laptop, and network SIM provided.
- Work Hours: Flexible, aligned with the needs of the events industry

**KPIs for Assistant to Asst. General Manager - Commercial Proposals & Events Execution**:
1. Project Support & Coordination:
Timeliness of Task Completion: Percentage of tasks completed on or before deadlines (target: 95%).

Project Document Accuracy: Number of revisions needed due to inaccuracies or missing information (target: mínimal revisions).

Event Support Responsiveness: Average response time to event-related queries and tasks assigned by the Project Manager.

2. Proposal & Presentation Assistance:
Proposal Quality Score: Feedback from the Project Manager on the quality and completeness of proposals and presentations (rated on a scale of 1-10).

Presentation Readiness: Timeliness in preparing materials ahead of internal reviews or client meetings (target: 100% on-time readiness).

Creativity in Proposal Development: Instances of unique input or value-added suggestions for improving proposal presentations (tracked qualitatively).

3. Communication & Coordination with Vendors and Stakeholders:
Vendor and Stakeholder Communication Effectiveness: Feedback from vendors and stakeholders on communication clarity and effectiveness (measured by feedback surveys or direct ratings).

Issue Resolution Time: Average time taken to resolve coordination issues or answer queries (target: resolved within 24 hours).

Documentation and Follow-up Accuracy: Percentage of meetings with accurate, well-organized notes and action items circulated promptly (target: 95%).

4. Time & Task Management:
Task Prioritization Efficiency: Ability to prioritize tasks effectively during high-demand periods, measured by Project Manager’s feedback.

Attendance & Flexibility Compliance: Consistency in adapting to flexible work hours as required for events (target: 100% compliance).

Self-Directed Task Completion Rate: Number of tasks completed without the need for reminders or additional supervision.

5

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