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Executive Assistant

3 weeks ago

Doha, Qatar FMM Full time

Facilities Management and Maintenance currently has a vacancy for an Executive Assistant. The Executive Assistant provides administrative support to the Chief Executive Officer and other company executives.
- Maintains CEO's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel arrangements.
- Creates and maintains incoming/ outgoing documents and correspondence.
- Arranges all documents for CEOs convenience.
- Arranges and prepares all the supporting and needed documents for the board meetings; distribute folders to the required board members; follow up on the board meeting minutes; arrange for all board members signatures.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- If requested, attends meetings with the CEO and takes notes of the meetings
- Arranges the meeting room and providing necessary supplies.
- Is the first point of contact for anyone visiting the FMM offices.
- Maintains customer confidence and protects operations by keeping information confidential.
- Prepares presentations, folders and documents ahead of meetings, including venues, catering, attendees etc.
- Establishes a daily routine to support CEO’s main tasks.
- Reports any accident, incident, near miss or health event at work to the line manager.
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
- Develops and maintains record filing.
- Other tasks as assigned by the management.

**Qualifications**
- Bachelor’s Degree or Diploma in Administrative/Business related field.

**Previous Experience**:

- Must have experience and excellent knowledge of computer (including MS Office) and other office equipment.
- Minimum 5 years of job-related experience and minimum 3 years as an Executive Assistant.

**Job Specific Skills**:

- Excellent spoken and written communications skills.
- Excellent organizational and time-management skills.
- Reporting skills.
- Positive attitude.
- Plenty of initiative.
- Excellent command of English grammar and spelling, Arabic is an advantage.
- Professionalism.
- Accuracy and attention to detail.
- Ability to work under pressure and meet deadlines.
- Tact and discretion in dealing with confidential information
- Available outside working hours.
- Flexible and willing to go the extra mile.

Application Question(s):

- What is your minimum expected salary?

**Experience**:

- job related: 5 years (required)
- Executive Assistant: 3 years (required)

License/Certification:

- driving license (preferred)