Executive Assistant

6 days ago

Doha, Qatar Digital Experience Full time

The Executive Assistant provides on-going administrative support to a C-Suite executive at a leading arts and culture organization in Qatar.

The Executive Assistant’s responsibilities include providing high-quality administrative support to ensure efficient operation of the executive office, supporting managers and employees through a variety of tasks related to organization and communication, responsible for confidential and time-sensitive material. To be successful in this role, you should be well-organized, proactive, have great time management skills, and be able to act without guidance. Ultimately, you should be able to identify and address needs of C-Suite executives and provide personalized and timely support.
**Requirements**:
**DUTIES & RESPONSIBILITIES**
- Act as the point of contact among executives, employees, clients, and other external partners
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
- Managing executives’ calendars for efficiency of work and set up meetings
- Organize logistics and materials for each meeting, and take detailed notes to distribute to relevant parties & follow up on action points
- Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment
- Develop and maintain a digital filing system for confidential files
- Assist in the preparation of regularly scheduled reports
- Update and maintain office policies and procedures to ensure the smooth running of operations
- Maintain contact lists
- Receive deliveries; sort and distribute incoming mail
- Coordinate staff travel arrangements including transportation and accommodations
- Uphold department reputation by providing accurate, timely and personalized support

**EXPERIENCE REQUIRED**
- 5+ years of relevant work experience
- Proven experience as an Executive Administrative Assistant, Senior Executive Assistant
- Experience managing conflicting/urgent requirements so as to meet deadlines
- Excellent knowledge of MS Office
- Full comprehension of office management systems and procedures and daily operations
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in written and spoken English, Arabic proficiency desired

**KNOWLEDGE & SKILLS**
- Anticipates needs and works with mínimal supervision
- Outstanding organizational and time management skills, able to multitask
- Excellent and confident communicator with proficient verbal and written communications skills
- Excellent customer service and conflict management skills
- Highly organized and detail-orientated, taking pride in the quality and consistency of work
- Proactive and solution-orientated, actively seeking to improve working methods
- Critical thinking and problem solving
- Discretion and confidentiality
- Able to remain calm under pressure, proactive and solution-orientated, an effective team player

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