Executive Support Officer

UrbaCon Contracting & Trading Company; Qatar; On-site; QAR 200,000 - 400,000; Full time

Job summary

A leading contracting firm in Qatar is seeking an experienced Executive Support Officer to provide high-level administrative support to senior leadership. This role requires advanced proficiency in Microsoft Office, strong communication skills, and a minimum of 5 years of relevant experience. Applicants should be adept at managing confidential information and coordinating strategic meetings. The ideal candidate will ensure operational efficiency within the executive office and contribute to the overall effectiveness of leadership operations.

Qualifications

• Minimum 5 years working experience.
• 3 years relevant working experience.
• 2 years GCC experience is a plus.

Responsibilities

• Provide comprehensive and proactive calendar, travel, and communication support to senior leadership.
• Draft, review, and edit high-level correspondence and reports.
• Coordinate and manage confidential and strategic meetings.
• Serve as a liaison between senior leadership and stakeholders.
• Maintain strict confidentiality of sensitive corporate information.
• Monitor deadlines, track initiatives, and oversee key decisions.
• Support the planning and execution of executive events.
• Ensure operational efficiency of the executive office.

Skills

Advanced proficiency in Microsoft Office Suite

Strong written and verbal communication skills

Excellent organizational skills

High emotional intelligence

ERP knowledge preferably SAP

Education

Bachelor's Degree in Business Administration or Communication

Certificate in Administrative Studies or any related field

Job description

Job Summary

The Executive Support Officer provides dedicated, high-level administrative and coordination support to the President/GCEO’s office. Operating with utmost confidentiality, discretion, and professionalism, this role contributes to the smooth and efficient functioning of executive operations. Working as part of a trusted support team, the Executive Support Officer plays a key role in enabling the effectiveness of top leadership across the organization.

Job Responsibilities

• Provide comprehensive and proactive calendar, travel, and communication support to senior leadership, managing competing priorities with exceptional judgment, efficiency, and discretion.
• Draft, review, and edit high-level correspondence, reports, presentations, and briefing materials to ensure clarity, precision, and alignment with organizational priorities.
• Coordinate and manage confidential and strategic meetings, including Board-level engagements, ensuring meticulous preparation, accuracy in documentation, and timely follow-up on action items.
• Serve as a trusted liaison between senior leadership and key internal/external stakeholders, fostering effective communication, collaboration, and relationship-building across the organization.
• Maintain strict confidentiality of sensitive corporate information, including strategy, personnel matters, and governance documents, while ensuring secure management of all executive materials.
• Monitor deadlines, track initiatives, and oversee key decisions to ensure timely execution, follow-through, and alignment with leadership’s strategic priorities.
• Support the seamless planning and execution of high-profile executive events, site visits, and official engagements, ensuring operational readiness and a high standard of presentation.
• Ensure operational efficiency and responsiveness of the executive office, overseeing all aspects of administrative functions to ensure the smooth running of day-to-day activities.

Job Knowledge & Skills

• Advanced proficiency in Microsoft Office Suite (especially Word, PowerPoint, Excel, and Outlook).
• Strong written and verbal communication skills, including document drafting and editing.
• Excellent organizational skills with the ability to manage multiple priorities under pressure.
• High emotional intelligence, discretion, and professionalism when handling confidential or sensitive matters.
• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Minimum 5 years working experience, 3 years relevant working experience, 2 years GCC experience is a plus

Competencies

• Agility
• Adminstrative Services L3
• Asset Protection Best Practices L3
• Data Administration L3
• Document & Record Control L3
• General Inventory Management L3
• Leadership
• Quality
• Resilience

Education

• Bachelor's Degree in Business Administration or Communication
• Certificate in Administrative Studies or any related field