Summary
Qatar Foundation is seeking an Executive Assistant to support the Executive Director and the Executive Office. The role includes managing schedules, coordinating meetings and travel, preparing correspondence and documents in Arabic and English, maintaining records, and following up with internal and external stakeholders. Applicants should have a high school diploma or equivalent and 2–5 years of relevant experience. Strong Arabic and English communication skills, organizational ability, discretion, attention to detail, and proficiency in MS Office are required.
The posting
As published on qf.org.qa. Pulled from the employer's site and shown as they wrote it.
Key Result Areas:
- Schedule and coordinate the Executive Director's calendar, appointments, meetings, events, official visits, and business travel arrangements to ensure effective time management and commitment planning.
- Assist in organizing and coordinating meetings, including invitations, agendas, attendance, venue arrangements, hospitality, visitor access, parking, and required supporting materials.
- Help prepare, review, and organize correspondence, emails, memos, reports, presentations, briefing notes, meeting minutes, and other official documents in Arabic and English.
- Screen & Direct incoming calls, correspondence, inquiries, requests, and visitors to the appropriate person, department, or action while ensuring timely follow-up.
- Record and maintain accurate records of meetings, correspondence, executive decisions, invitations, events, contacts, and follow-up actions.
- Maintain organized, secure, and confidential electronic and manual filing systems, ensuring accessibility, accuracy, and proper document control within the Executive Office.
- Make arrangements for Executive Director engagements, including conferences, seminars, stakeholder meetings, protocol requirements, travel logistics, accommodation, and transportation.
- Perform follow-up activities with internal departments, government entities, external stakeholders, partners, and service providers to ensure timely completion of assigned actions and requests.
- Inspect documents, submissions, agreements, reports, and forms submitted for review, approval, or signature to ensure completeness, accuracy, and required supporting documentation.
- Operate office systems, software applications, and administrative tools to prepare reports, presentations, records, and correspondence and support efficient Executive Office operations.
- Greet visitors, dignitaries, VIP guests, and stakeholders professionally, facilitating effective communication, coordination, and a positive Executive Office experience.
- Other reasonable tasks as assigned by supervisor.
Minimum Knowledge, Skills & Experience:
- High School Diploma or equivalent qualification, with 2-5 years of relevant professional experience in executive administration, office support, or a similar role.
- Strong Arabic and English verbal and written communication skills, with the ability to interact professionally with a variety of stakeholders.
- Good organizational and coordination skills, with the ability to manage multiple tasks and priorities effectively.
- Strong attention to detail and accuracy when handling documents, records, and correspondence.
- Ability to maintain confidentiality and demonstrate professionalism in day-to-day interactions and activities.
- Proficiency in MS Office applications.