Executive Assistant

1 week ago

Doha, Qatar Encircle Company Full time

Schedule and coordinate meetings, appointments, and travel arrangements for the Managing Director.
- Anticipate scheduling conflicts and proactively resolve them to optimize the Managing Director’s time.
- Prepare detailed itineraries and ensure travel plans are aligned with the GCEO’s schedule.
- Restaurant or social reservations - make sure the tables are booked, parking is arranged, the staff are aware of Managing Director’s visit, guests (if any) have parking arrangements.
- Appointments - appointments are confirmed by calling ahead to confirm, Managing Director has the right details with him, parking is arranged, staff are aware of his visit.
- Make sure Managing Director’s travel arrangements are confirmed including visas, travel companions etc. Check at the time of booking, and again at least 48 hours before his travel. Oversee and follow up with visas and travel arrangements of anyone travelling with him.
- Organize and maintain confidential files and documents.
- Provides high level of support and assistance to the Managing Director.
- Maintain electronic, paper records ensuring information is organized and easily accessible.
- To follow up on Managing Director’s directives to employees.
- Ensure Managing Director is picked up or dropped at the place of meetings and airport when needed.
- Raise any outstanding or significant matters to the Managing Director as soon as possible.
- Complete diary management for both business and personal matters.
- Perform administrative support, such as filing correspondence, minutes of meetings, report preparation and presentations.
- Communicate with external parties within the group entities as directed.
- Support and facilitate the completion of regular reports.
- Other reasonable tasks as assigned by the Managing Director.

**Qualifications**:

- At least 3 years’ experience in a similar position
- Bilingual (Arabic and English)
- Computer Literacy (Microsoft Office, Google Suite)
- Excellent written and verbal communication skills
- Strong administrative tasks
- Can work with varying working hours
- Has a valid Qatar driving license
- Able to work under pressure, multiple jobs, and keen attention to details

Application Question(s):

- Are you locally available in Doha?
- This is open for male applicants. Continue if you are.

**Experience**:

- Executive Assistant: 3 years (required)

**Language**:

- Arabic (required)

License/Certification:

- driving license (required)

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