100000007154.Executive Assistant

Qatar Foundation International; Qatar; On-site; QAR 60,000 - 110,000; Full time

Job summary

Qatar Foundation International in Doha seeks an experienced Executive Administrative Assistant to support the Executive Director, coordinating calendars, travel, and official visits. The role also involves preparing bilingual correspondence, managing confidential records, and liaising with internal teams and external partners.

Strong English/Arabic communication, meticulous organization, and professionalism are essential for a smooth, secure Executive Office operation in Qatar.

Qualifications

• 2–5 years of executive administration or office support experience.
• Strong bilingual communication in Arabic and English.
• Excellent organizational and coordination abilities.
• Ability to handle confidential information with discretion.
• Proficiency in MS Office applications.

Responsibilities

• Schedule and coordinate the Executive Director's calendar, meetings, events, and travel.
• Prepare, review, and organize correspondence, memos, and reports in Arabic and English.
• Screen calls and route inquiries to the appropriate person with timely follow-up.
• Maintain accurate records of meetings, decisions, invitations, and follow-up actions.
• Greet visitors and dignitaries, ensuring professional communication and coordination.
• Organize filing systems and support office operations within the Executive Office.
• Support engagement arrangements, including conferences, stakeholder meetings, and logistics.
• Perform follow-up activities with internal/external stakeholders to complete actions.

Skills

Arabic & English communication

Education

High School Diploma or equivalent

Tools

MS Office

Job description

Key Result Areas:

• Schedule and coordinate the Executive Director's calendar, appointments, meetings, events, official visits, and business travel arrangements to ensure effective time management and commitment planning.
• Assist in organizing and coordinating meetings, including invitations, agendas, attendance, venue arrangements, hospitality, visitor access, parking, and required supporting materials.
• Help prepare, review, and organize correspondence, emails, memos, reports, presentations, briefing notes, meeting minutes, and other official documents in Arabic and English.
• Screen & Direct incoming calls, correspondence, inquiries, requests, and visitors to the appropriate person, department, or action while ensuring timely follow-up.
• Record and maintain accurate records of meetings, correspondence, executive decisions, invitations, events, contacts, and follow-up actions.
• Maintain organized, secure, and confidential electronic and manual filing systems, ensuring accessibility, accuracy, and proper document control within the Executive Office.
• Make arrangements for Executive Director engagements, including conferences, seminars, stakeholder meetings, protocol requirements, travel logistics, accommodation, and transportation.
• Perform follow-up activities with internal departments, government entities, external stakeholders, partners, and service providers to ensure timely completion of assigned actions and requests.
• Inspect documents, submissions, agreements, reports, and forms submitted for review, approval, or signature to ensure completeness, accuracy, and required supporting documentation.
• Operate office systems, software applications, and administrative tools to prepare reports, presentations, records, and correspondence and support efficient Executive Office operations.
• Greet visitors, dignitaries, VIP guests, and stakeholders professionally, facilitating effective communication, coordination, and a positive Executive Office experience.
• Other reasonable tasks as assigned by supervisor.

Minimum Knowledge, Skills & Experience:

• High School Diploma or equivalent qualification, with 2-5 years of relevant professional experience in executive administration, office support, or a similar role.
• Strong Arabic and English verbal and written communication skills, with the ability to interact professionally with a variety of stakeholders.
• Good organizational and coordination skills, with the ability to manage multiple tasks and priorities effectively.
• Strong attention to detail and accuracy when handling documents, records, and correspondence.
• Ability to maintain confidentiality and demonstrate professionalism in day-to-day interactions and activities.
• Proficiency in MS Office applications.