Executive Assistant (001) Doha, Qatar
Wa re recruiting for an Executive Assistant with the following details :
Location: Doha Qatar
Start Date: ASAP
Work schedule: 5 days per week
Duration: 1 year renewable
Qualifications / experience required
- A bachelor’s degree in business administration, Communications, or a related field is often preferred, coupled with 5+ years of proven experience providing high-level executive support in a fast-paced environment.
- Advanced mastery of the Microsoft Office Suite (especially Outlook, Word, Excel, and PowerPoint) and a demonstrated ability to quickly learn new enterprise software and communication tools.
- Exceptional verbal and written communication skills, with the professionalism to interact confidently with executives, clients, and board members, and the discretion to handle highly sensitive and confidential information.
- Superior organizational, time-management, and multi-tasking skills with keen attention to detail, enabling the effective prioritization of a complex workload, proactive calendar management, and meeting strict deadlines with minimal supervision.
- A proactive, resourceful, and anticipatory approach to challenges, with strong judgment and the ability to make sound decisions independently to ensure seamless executive and operational support.
- Fluent in English
- Ability to work independently and in a team environment.
Activities
- The Executive Assistant will be responsible for a wide range of operational and administrative tasks, primarily supporting the Crewing, Logistics, Human Resources, and QHSE departments.
Key activities include:
Crewing & Logistics Support:
- Managing the end-to-end crewing process for marine personnel, including mobilization and demobilization
- Coordinating all travel logistics: booking flights, arranging visas, and generating required travel letters
- Utilizing the Dawinci crew management system (or similar) to maintain accurate records and schedules
Human Resources (RH) Administration:
- Conducting initial screening and communication with potential crew candidates
- Assisting in the development and maintenance of the training plan and training matrix for all personnel
- Preparing and tracking diving certifications and other mandatory personnel certifications/
- Ensuring all employee personal files and records are accurately maintained and up to date
- Distributing monthly pay slips to employees
Finance & Billing Support
- Supporting the billing process by centralizing all supporting documents for invoices
- Monitoring and tracking Work Orders (OS) to ensure they are properly closed and billed
Contract and Procurement
- Lead the end-to-end procurement of services and equipment by
- Lead the end-to-end tender response process for client-issued CFTs by coordinating with management and technical experts to develop compelling submission documents, preparing presentations to secure internal governance approval throughout the entire cycle until the contract is awarded.