Executive Personal Assistant

Location

Doha, Qatar

Experience

7

Job Type

Recruitment

Job Description

Job Title:

Executive PA to the Chairman

Division:

Head Office

Job Group:

Operations / Support / Management

Department:

Chairman Office

Reports to:

Chairman

Knowledge, Skills & Abilities:

• Time Management

• Office Equipment

• Reservations

• Well-organized

• Attention to Detail

• Decision Making

Essential Duties and Responsibilities:

Schedule and coordinate meetings, appointments, and travel arrangements for the Chairman.

Anticipate scheduling conflicts and proactively resolve them to optimize the Chairman's time.

Manage and screen incoming calls, emails, and other correspondence.

Draft, edit documents, letters, and presentation on behalf of the Chairman.

Arrange domestic and international travel, including flights, visa application, hotel accommodation, and ground transportation for the Chairman.

Prepare detailed itineraries and ensure travel plans are aligned with the Chairman's schedule.

Prepare meeting agendas, documents, and presentations.

Attending meetings takes accurate minutes and distributes follow up action items.

Organize and maintain confidential files and documents.

Conduct research and compile information as needed.

Assist in planning and coordinating events, conferences, and special projects on behalf of the Chairman.

Track and reconcile expenses, ensuring accuracy and compliance with company policy.

Interact professionally with clients, partners and other stakeholders on behalf of the Chairman.

Provides high level of support and assistance to the Chairman.

Maintain Chairman's daily, weekly, and monthly agenda.

Handle confidential documents ensuring they remain secure.

Maintain electronic, paper records ensuring information is organized and easily accessible.

To follow up on Chairman's directives to employees.

Ensure Sheikh has and driver waiting for him whenever he returns to Doha.

Review submission of requested tasks to the Chairman, ensuring the required tasks have been carried out.

Prepare a summary of daily events of the Chairman.

Raise any outstanding or significant matters to the Chairman 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.

Receive, screen visitors, telephone calls and correspondence; respond to the general inquiries.

Organize/Provide support for functions including meetings, conferences and other special events.

Communicate with external parties within the group entities as directed.

Other reasonable tasks as assigned by the Chairman.

Oversee household staff to ensure they perform effectively in their assigned roles.

Manage the staff of the Chairman (drivers, trainers) to ensure they carried out their assigned tasks.

Liasing with business associates for business deals and other activities.

Support and facilitate the completion of regular reports.

Instructing and assisting tasks to the team for the Chairman's requirements.

Must vigilantly check each document being submitted for Chairman's signature. You will be asked about the document, so you need to have precise knowledge, otherwise do not present it to the Chairman until you have the full knowledge.

Restaurant or social reservations – make sure the tables are booked, parking is arranged, the staff are aware of Sheikh's visit, guests (if any) have parking arrangements.

Appointments – appointments are confirmed by calling ahead to confirm, Sheikh has the right details with him, parking is arranged, staff are aware of his visit.

Make sure Sheikh'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.

Manage Raisa (Assistant) to ensure she arrives on time and carries out the tasks she has been assigned to her. She must submit a weekly report and review the progress being made, addressing any areas where progress has not been made. This also falls under your responsibility as part of the domestic staff – Raisa is simply carrying out the tasks, but you must ensure the appropriate progress is being made. I am happy to review this with you weekly. Call for the report to be sent to you by Sunday morning of every week.

Key Objectives

Reduce costs and research opportunities to find more inexpensive sources of materials and discounts for travel arrangements.

Ensuring sensitive data is protected.

Tasks completed by the specific time frame.

Education, Skills and/or Work Experience:

Degree in business administration or related field.

Minimum of 7 years' experience working directly with Chairman or CEO. Proven experience working as a personal executive assistant.

Experience and interest in internal and external communications, and relationship development

Proficient in Microsoft Office (Outlook, Word, Excel, Access and Power Point)

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Demonstrate proactive approaches with strong decision-making capability and ability to work independently

Expert level written and verbal communication skills and proven ability to handle confidential information with discretion.

Ability to achieve high-performance goals and meet deadlines in a fast-paced environment

This job description reflects the assignment of essential functions and nothing herein restricts the management's right to assign or reassign duties and responsibilities to this job at any time.

Skills

Proactive, Outlook, Verbal Communication Skill, Time Management, Verbal Communication Skills, Visio, Attention To Detail, Administrative Support, Compliance, Microsoft Office, Organizational Skills, Excel, Communication Skill, Written And Verbal Communication, Organizational Skill, Decision Making, Work Independently