Summary
Malomatia is hiring an Executive Assistant to provide secretarial and administrative support to the Chief of SBU in Doha, Qatar. The role coordinates communications, meetings, travel and logistics, files, expenses, and follow-up on key deliverables. It also supports team activities and handles confidential information with judgment and discretion. Applicants should have at least 5 years of relevant experience, including support to a chief officer, and experience in a medium or large IT solutions company. A diploma or bachelor’s degree in business administration or a related field is preferred; proficiency in Microsoft Office is required, and Arabic is preferred.
The posting
As published on malomatia.com. Pulled from the employer's site and shown as they wrote it.
Executive Assistant is responsible for providing secretarial and administrative support to Chief of SBU.
The role holder must understand business priorities, demonstrate the ability to proactively anticipate needs and drive improvements to build capacity for the leadership team, ability to complete complex tasks quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action. A high degree of judgment and discretion in the handling and maintenance of materials of a confidential and/or sensitive nature is expected.
External Interfaces
• Vendors and Service Providers
• Clients and Partners
• External Stakeholders
Internal Interfaces
• Chief of SBU
• Practice and Delivery leaders within the SBU
• All other malomatia Personnel (as and when required)
Responsibilities
Strategic
1. Act as the point of contact between SBU Chiefs and executives, employees, clients and other external partners.
2. Prioritize matters that require the SBU Chief attention and handle them directly when appropriate.
3. Keep the SBU Chief informed of time-sensitive and priority issues, ensuring timely follow-up.
Operational
1. Draft, review and send communications on behalf of SBU Chief.
2. Organize and prepare for meetings, including gathering documents and managing meeting logistics.
3. Answer and respond to phone calls, relaying messages and information to the SBU Chief Officer.
4. Work closely with SBU Chief to track and drive the completion of key deliverables and follow up on outstanding items.
5. Collate presentations and data, liaise with various department or business units.
6. Manage and maintain digital files, ensuring they are organized and accessible.
7. Manage expense report coordination and submission.
8. Any other related tasks that may be assigned from time to time by the management.
People Management
1. Organize, execute, and assist with team activities (staff meeting agendas, all-hands meetings, off-sites, and team social events)
Qualifications
Desired Educational Background:
Diploma or bachelor’s in business administration preferable or any related field from a recognized university OR equivalent qualification.
Language Requirement: English, Arabic (preferred)
Desired Experience:
Minimum 5+ years of relevant experience as an Executive Assistant
Experience in providing administrative and logistical support to a Chief Officer Level.
Required to have solid understanding of IT Solutions company with previous experience in a medium to large-sized IT company.
Job Specific Skills:
- Proficiency in Microsoft Office, particularly Excel for data analysis, Word for documentation, and PowerPoint for creating presentations.
- Familiarity with project management tools for tracking and supporting strategic initiatives and team collaboration.
- Ability to organize and manage data efficiently, such as budgets, reports, and performance metrics.