Executive Personal Assistant - Private Equity

UrbaCon Contracting & Trading Company; Doha; On-site; QAR 150,000 - 230,000; Full time

Job summary

Bridge Holding is seeking an Executive Personal Assistant to support a senior executive across the enterprise. The role protects executive time, manages complex priorities and prepares decision-ready materials for cross-functional engagements in multiple time zones.

You will coordinate calendars, travel, and governance meetings, draft communications and maintain secure records, while ensuring high standards of discretion and professionalism across stakeholders and teams.

Qualifications

• Executive-office routines, calendar governance, priority management and administrative controls.
• Coordinate agendas, papers, approvals, decisions and action tracking across governance forums.
• Understand priorities, stakeholders and terminology to coordinate accurately without decision authority.
• Knowledge of secure records, access control, document handling and discretion.
• Produce polished communications and use productivity tools to improve speed and accuracy.

Responsibilities

• Own the executive's calendar and priorities, manage time zones and ensure timely communications of meetings and changes.
• Coordinate agendas, papers, approvals and follow-through for Board and cross-functional meetings; track deadlines and actions.
• Prepare briefing packs and decision-ready materials before engagements.
• Plan complex domestic and international travel including visas, logistics and visas; manage visits and stakeholder events with protocol.
• Draft, format and control executive correspondence, presentations and documents with proper versioning and storage rules.
• Serve as a professional point of coordination for executives, investors, partners and board members; maintain accurate contact records and escalate as needed.
• Handle confidential information with discretion and apply appropriate access and retention rules.
• Coordinate with the Office of the Chief of Staff and other teams to maintain seamless executive-office operations.
• Identify practical improvements to calendar, travel, meetings, and document-management processes using MS 365 and AI-enabled tools.

Skills

Executive Office Management

Governance & Meeting Support

Business & Stakeholder Awareness

Confidential Information Management

Executive Communication & Digital

Professional Discretion

Education

Bachelor's Degree in Business Administration or related field

Professional Qualification in related field

Job description

Job description

Job Summary

The Executive Personal Assistant provides high-trust executive, administrative and coordination support to an assigned Group Chief Officer or designated senior executive within Bridge Holding. The role protects executive time, manages complex priorities, prepares the executive for decisions and engagements, and ensures accurate follow-through across relevant teams and stakeholders.

The role is intentionally enterprise-wide and may be deployed across Bridge Holding executive offices. The Executive Personal Assistant adapts to the assigned office’s priorities without assuming the professional accountabilities of Finance, Investment, Legal, Business Development or other specialist functions.

Job Responsibilities 1

Executive Calendar & Priority Management

• Own the assigned executive's complex calendar, balancing leadership, Board, committee, transaction, portfolio, stakeholder and internal commitments across time zones.
• Protect preparation and decision time, resolve competing requests using agreed priorities and maintain a forward view of critical deadlines, dependencies and recurring obligations.
• Ensure meeting purpose, participants, venue, virtual access, materials and changes are communicated accurately and promptly.

Meeting, Committee & Governance Coordination

• Coordinate agendas, papers, approvals, attendance, logistics and follow-through for executive, leadership, Board, committee and cross-functional meetings relevant to the assigned office.
• Track submission deadlines, decisions and action items and follow up with accountable stakeholders until closure.
• Maintain disciplined version control and circulate sensitive materials only to authorized recipients.

Executive Briefing & Decision Readiness

• Prepare concise schedules, briefing packs, background material, stakeholder profiles, prior decisions and open-action summaries before executive engagements.
• Confirm that inputs are complete, current, approved and presented in a decision-ready format.
• Identify missing information, unresolved dependencies and readiness risks early and elevate through the agreed channel.

International Travel, Visits & Protocol

• Plan complex domestic and international travel, including itineraries, visas, accommodation, transport, airport facilitation, security, protocol and contingency arrangements.
• Coordinate executive visits, delegations, roadshows, conferences and stakeholder engagements with culturally appropriate attention to detail.
• Provide responsive support during disruptions and reconcile travel records and expenses accurately.

Correspondence, Presentations & Document Control

• Draft, format, proofread and coordinate executive correspondence, presentations, memoranda, invitations, reports and routine communications to a consistently high standard.
• Maintain structured filing, document naming, version control, signature routing and secure retention of executive records.
• Ensure external communications and documents are issued only after the required review and approval.

Job Responsibilities 2

Stakeholder Access & Relationship Coordination

• Serve as a professional point of coordination for Board members, executives, investors, partners, government stakeholders, advisers, counterparties and portfolio-company leaders.
• Manage requests for executive access with discretion, responsiveness and appropriate escalation.
• Maintain accurate stakeholder and contact information and support dependable follow-through on executive commitments.

Confidentiality, Information Security & Judgment

• Handle confidential, privileged, commercially sensitive, transaction, financial, personal, employee and Board information with strict discretion.
• Apply approved access, storage, transmission, retention and disposal requirements to executive information.
• Exercise sound judgment when responding to sensitive requests and elevate uncertainty before disclosure or commitment.

Office Coordination & Administrative Control

• Coordinate closely with other executive assistants, the Chief of Staff, Office Manager and relevant corporate teams to maintain seamless executive-office operations.
• Maintain action trackers, recurring schedules, contacts, subscriptions, invoices, purchase requests, expenses and other administrative controls accurately.
• Support onboarding, events, visitors, office requirements and urgent assignments relevant to the assigned executive.

Process Improvement & Digital Productivity

• Identify practical improvements to calendar, travel, meeting, correspondence, document and action-management processes.
• Use Microsoft 365, collaboration platforms, workflow tools and AI-enabled productivity tools responsibly, with human review and protection of confidential information.
• Maintain reusable templates, checklists and working practices that improve consistency, speed and service quality across Bridge Holding executive offices.

Job Knowledge & Skills

• Executive Office Management: Strong understanding of executive-office routines, calendar governance, priority management, meeting coordination and administrative controls.
• Governance & Meeting Support: Ability to coordinate agendas, papers, approvals, decisions and action tracking across executive and governance forums.
• Business & Stakeholder Awareness: Ability to understand the assigned executive’s priorities, stakeholders and terminology sufficiently to coordinate accurately without assuming functional decision authority.
• Confidential Information Management: Sound knowledge of secure records, access control, document handling, appropriate disclosure and professional discretion.
• Executive Communication & Digital Productivity: Ability to produce polished communications and use collaboration, workflow and AI-enabled tools responsibly to improve speed, accuracy and follow-through.
• Professional character: Exceptional discretion, anticipation, organization, composure, cultural awareness, attention to detail and personal accountability for reliable follow-through.

Job Experience

• Executive support experience: Minimum 3 years of working experience, including at least 2 years of relevant executive-assistance, personal-assistance or senior administrative experience. One year of GCC experience is an advantage.
• Complex coordination: Demonstrated ability to manage demanding calendars, international travel, confidential information, senior stakeholder access and high-stakes meetings across time zones.
• Executive environment exposure: Experience supporting a C‑suite executive, Board member or senior leader in private equity, investment, financial services, professional services, infrastructure or another international corporate environment is preferred.
• Communication and technology: Excellent written and spoken English, advanced Microsoft 365 capability and strong drafting, proofreading, presentation, records-management and virtual‑meeting skills. Additional languages are advantageous.

Competencies

• Administrative Document Design L2
• Agility
• AI Fluency
• Calendar Maintenance L2
• Document & Record Control L2
• General Inventory Management L2
• Leadership_321977503
• Quality_321977507
• Resilience
• Travel Arrangements L2

Education

• Bachelor's Degree in Business Administration or any related field
• Professional Qualification in any Related Technical Certificates or any related field