Executive Assistant & Office Manager
- Doha, Qatar
Posted 25 days ago
About the role
About the Role
We are looking for an organized, proactive, and detail-oriented Office Manager & Executive Assistant to serve as the backbone of our workplace operations and a strategic partner to our leadership team.
In this dual role, you will seamlessly balance seamless administrative support for senior leadership with managing our day-to-day office environment. The ideal candidate thrives in a dynamic environment, anticipates needs before they arise, communicates clearly across all levels, and takes pride in fostering a welcoming, efficient workplace.
Key ResponsibilitiesExecutive Support (approx. 50%)
- Calendar & Schedule Management: Maintain complex executive calendars, resolving scheduling conflicts proactively and ensuring meetings run on time.
- Travel & Expense Coordination: Plan end-to-end travel itineraries (flights, hotels, ground transit) and prepare timely expense reports.
- Communication & Gatekeeping: Screen incoming calls, manage email correspondence as needed, and act as a professional liaison between leadership, staff, and external partners.
- Meeting Prep & Follow-ups: Draft agendas, compile meeting decks, record meeting minutes, and track action items to completion.
- Special Projects: Assist with ad-hoc projects, research, and board meeting logistics.
Office Management & Operations (approx. 50%)
- Office Environment: Maintain a clean, welcoming, and well-organized office environment, ensuring supplies, equipment, and kitchen amenities are stocked.
- Vendor & Visitor Management: Serve as the primary contact for property management, IT support, maintenance, cleaners, and office vendors. Warmly welcome guests and clients.
- Event Planning: Coordinate company-wide events, team outings, lunches, celebrations, and offsite meetings.
- Administrative Systems: Oversee incoming/outgoing mail, maintain digital filing systems, and optimize office administrative processes for maximum efficiency.
- Budgeting & Invoicing: Assist with office budget tracking, invoice processing, and purchasing reconciliation.
Qualifications & Skills Requirements
- Experience: 3+ years of experience in an administrative support role, with experience managing executive calendars or office operations.
- Tech Savvy: Proficiency with standard workplace tools (G Suite / Microsoft 365, Slack, Zoom) and expense management tools (e.g., Concur, Expensify).
- Communication: Exceptional written and verbal communication skills with a customer-service mindset.
- Organization: Superior time management, multitasking, and organizational skills with sharp attention to detail.
- Discretion: Proven ability to handle sensitive and confidential business information with high integrity.
Work Location: In person