Executive Management Assistant

About the Company

HIGH TOWN Decoration & Contracting W.L.L is a multidisciplinary design and construction firm specializing in luxury villas, palaces, retail fit-outs, and hospitality projects. We manage the full project lifecycle—from concept, design development, materials selection, procurement, and site supervision to full turnkey delivery—ensuring precise execution and high-quality standards.

Wahat Bin Jfin Trading W.L.L is our operational partner, overseeing multiple F&B ventures in Qatar, including the Mary Café concept. Our group operates within a fast-paced environment where engineering, construction, and F&B operations intersect, requiring strong organization, coordination, and professional communication.

We are looking for a highly capable Executive Management Assistant to support the General Manager directly and manage all office, administrative, and project-related coordination.

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Role Summary

The Executive Management Assistant plays a critical role in ensuring smooth executive operations across both HIGH TOWN and Wahat Bin Jfin. The role requires strong organizational skills, sharp attention to detail, excellent communication, and the ability to handle multiple demands in a dynamic environment.

This position is ideal for someone who can think independently, work with minimal supervision, and maintain a high level of professionalism.

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Key Responsibilities

Executive & Administrative Support

• Manage the General Manager's schedule, priorities, reminders, and follow-ups.

• Prepare official letters, memos, reports, project summaries, and bilingual correspondence when needed.

• Coordinate communications with clients, consultants, suppliers, and government entities.

• Organize meetings, prepare minutes, and track action items until completion.

• Maintain confidentiality and handle sensitive information with discretion.

Project Support (HIGH TOWN)

• Assist in preparing BOQs, quotations, procurement documents, and variations.

• Track project timelines, material approvals, RFIs, and progress updates.

• Coordinate with contractors, site teams, and suppliers for timely execution.

• Maintain structured project files, contracts, drawings, and submissions.

Operations Support (Wahat Bin Jfin / Mary Café)

• Support HR follow-ups: schedules, attendance, staff records, leaves, and compliance.

• Track purchasing, maintenance requests, and daily operational needs.

• Prepare daily/weekly operational reports for management.

• Follow up with vendors, service providers, and logistics.

Office Organization & Documentation

• Establish and maintain organized filing systems (digital and physical).

• Manage internal trackers, spreadsheets, templates, and office workflows.

• Ensure timely renewals of contracts, leases, licenses, and company documents.

• Improve administrative processes and ensure smooth day-to-day office operations.

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Skills & Qualifications

• Proven experience as Executive Assistant, Office Manager, Project Coordinator, or similar role.

• Strong command of English; Arabic is an advantage.

• Excellent communication and documentation-writing skills.

• High proficiency in Microsoft Excel, Word, PowerPoint, and Google Workspace.

• Ability to handle pressure, multitask, and prioritize efficiently.

• Strong organizational intelligence, accuracy, and follow-up discipline.

• Professional presence, reliability, and strong problem-solving ability.

• Experience in engineering, construction, contracting, or F&B operations is a strong plus.

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Personal Attributes

• Highly organized and detail-oriented.

• Fast learner with strong initiative.

• Professional, discreet, and trustworthy.

• Solution-driven with strong work ethics.

• Able to work independently and manage deadlines without reminders.

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Why Join Us?

• Direct exposure to high-level management and major projects in Qatar.

• Opportunity to work across engineering, construction, and F&B operations.

• Fast-growing environment with strong professional development potential.

• A role where your impact is immediate and highly visible.