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Job Description: The Executive Assistant is responsible for providing high-level administrative and coordination support to the Executive Director. This role ensures efficient management of the Executive Director’s schedule, meetings, communications, and follow-ups with various divisions and departments. The Executive Assistant acts as a liaison between the Executive Director and internal departments to ensure timely execution of directives, smooth coordination of daily transactions, and monitoring of assigned tasks and initiatives.

Responsibilities:

1. Executive Schedule Management

• Manage and maintain the Executive Director’s daily calendar including meetings, appointments, and internal discussions.
• Coordinate meeting schedules with department heads, managers, and external stakeholders.
• Ensure meeting invitations, agendas, and supporting documents are prepared and circulated in advance.
• Arrange and confirm meeting venues, logistics, and required resources.

2. Meeting Coordination & Documentation

• Prepare meeting agendas in coordination with the Executive Director.
• Attend meetings when required and record minutes of meetings (MoM).
• Distribute MoM to relevant departments and follow up on action points.
• Track progress of assigned tasks and update the Executive Director regularly.

3. Coordination with Divisions / Departments

• Act as a bridge between the Executive Director and all divisions and departments.
• Communicate the Executive Director’s instructions, directives, and decisions to relevant teams.
• Monitor and follow up on tasks assigned by the Executive Director to ensure timely completion.
• Collect updates, reports, and feedback from departments for review by the Executive Director.

4. Executive Communication Management

• Manage incoming and outgoing communications on behalf of the Executive Director.
• Draft professional emails, memos, and internal communications as required.
• Ensure proper documentation and filing of correspondence.
• Handle confidential information with discretion and professionalism.

5. Follow-up & Task Monitoring

• Maintain a tracker of tasks and initiatives assigned by the Executive Director.
• Follow up with responsible departments on progress updates.
• Prepare periodic status reports on pending and completed tasks.
• Ensure deadlines and commitments are met across departments.

6. Reporting & Documentation Support

• Compile reports, presentations, and summaries for review by the Executive Director.
• Collect operational updates and performance information from departments.
• Maintain organized documentation of reports, meeting records, and executive directives.

7. Administrative Support

• Coordinate travel arrangements, accommodation, and logistics for the Executive Director when required.
• Organize internal executive meetings, leadership discussions, and strategic sessions.
• Manage documentation, filing systems, and executive records.

8. Confidential & Strategic Support

• Handle sensitive and confidential matters with high integrity.
• Support the Executive Director in coordinating strategic initiatives and special projects.
• Assist in preparing presentations and documents for executive or board-level meetings.

9. Miscellaneous Tasks

• Support administrative and coordination activities of the Executive Office.
• Assist in organizing corporate meetings, executive visits, or internal events as directed.
• Perform other duties as assigned by the Executive Director.

Job Types: Full-time, Permanent

Pay: QAR3,000.00 - QAR4,000.00 per month

Education:

• Bachelor's (Preferred)

Experience:

• ADMIN: 3 years (Required)

Language:

• ENGLISH (Required)