Business Development Executive Assistant
Location: Doha, Qatar
Desired start: 06/09/2026
Estimated mission duration: More than 6-12 months
Vacancy type: Contract
Mission context
We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive support to senior executives within the Gas Assets Division. The role combines traditional executive support with specialized responsibilities in HSE compliance, integrity, business analysis, data management, logistics, and facility coordination in a complex international energy/oil and gas environment.
Key Responsibilities
Executive Support and Administration
- Abide by and promote HSE policies and internal and external requirements regarding integrity and compliance.
- Manage and optimize complex calendars, including scheduling meetings, coordinating travel arrangements, and resolving conflicts proactively.
- Prepare and organize materials for meetings, presentations, reports, and executive communications.
- Act as a gatekeeper for the executive, managing incoming communications, prioritizing requests, and handling confidential correspondence.
- Handle administrative tasks such as expense reporting, invoice processing, document management, and maintaining filing systems.
- Track and manage key deliverables, deadlines, and follow-ups to ensure timely completion of executive priorities.
- Maintain confidentiality of sensitive information at all times.
- Contribute to the archiving of key documents for the Division.
Commercial and Business Support
- Follow up on technical support provided under technical service agreements: preparation of offers and requests for service, tracking of actuals, and follow-up and validation of invoices (in close coordination with relevant divisions such as operations, business development, and finance).
- Provide commercial follow-up: prepare quotations, track requests for service with Finance, and liaise between customers and head office.
- Maintain up-to-date internal guidelines for the management of technical service agreements, including internal processes and workflow descriptions.
Logistics and Coordination
- Coordinate with the logistics department on applications for offshore and medical passes for Division staff, secondees, and visitors.
- Handle onboarding and offboarding of Division staff and secondees during mobilization and demobilization.
- Prepare mission orders, ticket requests, hotel bookings, expense reports, visit programs, and gate passes.
- Organize visas, transportation, and accommodation for visitors from abroad.
- Collaborate with head office assistants and relevant departments to organize mission logistics for visitors to Doha.
Objectives and deliverables
- Provide executive-level assistance.
- Demonstrate autonomy, flexibility, and strong decision-making ability.
Required skills and experience
- 5+ years of experience as an Executive Assistant, preferably in the energy/oil and gas sector or supporting complex international operations.
- Strong familiarity with HSE policies (including ISO 14001), integrity and compliance frameworks, and experience in a multinational environment.
- Ability to work independently in a multicultural, fast-paced setting.
- Bachelor's degree preferred.
- Proficiency in SAP, Microsoft Office Suite, and data compilation tools.
- Excellent organizational, communication, and interpersonal skills with high discretion and integrity.
- Fluency in Arabic, English, and French is required.
Location: Doha, Qatar
Desired start: 06/09/2026
Estimated mission duration: More than 6-12 months
Vacancy type: Contract
Mission context
We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive support to senior executives within the Gas Assets Division. The role combines traditional executive support with specialized responsibilities in HSE compliance, integrity, business analysis, data management, logistics, and facility coordination in a complex international energy/oil and gas environment.
Key Responsibilities
Executive Support and Administration
- Abide by and promote HSE policies and internal and external requirements regarding integrity and compliance.
- Manage and optimize complex calendars, including scheduling meetings, coordinating travel arrangements, and resolving conflicts proactively.
- Prepare and organize materials for meetings, presentations, reports, and executive communications.
- Act as a gatekeeper for the executive, managing incoming communications, prioritizing requests, and handling confidential correspondence.
- Handle administrative tasks such as expense reporting, invoice processing, document management, and maintaining filing systems.
- Track and manage key deliverables, deadlines, and follow-ups to ensure timely completion of executive priorities.
- Maintain confidentiality of sensitive information at all times.
- Contribute to the archiving of key documents for the Division.
Commercial and Business Support
- Follow up on technical support provided under technical service agreements: preparation of offers and requests for service, tracking of actuals, and follow-up and validation of invoices (in close coordination with relevant divisions such as operations, business development, and finance).
- Provide commercial follow-up: prepare quotations, track requests for service with Finance, and liaise between customers and head office.
- Maintain up-to-date internal guidelines for the management of technical service agreements, including internal processes and workflow descriptions.
Logistics and Coordination
- Coordinate with the logistics department on applications for offshore and medical passes for Division staff, secondees, and visitors.
- Handle onboarding and offboarding of Division staff and secondees during mobilization and demobilization.
- Prepare mission orders, ticket requests, hotel bookings, expense reports, visit programs, and gate passes.
- Organize visas, transportation, and accommodation for visitors from abroad.
- Collaborate with head office assistants and relevant departments to organize mission logistics for visitors to Doha.
Objectives and deliverables
- Provide executive-level assistance.
- Demonstrate autonomy, flexibility, and strong decision-making ability.
Required skills and experience
- 5+ years of experience as an Executive Assistant, preferably in the energy/oil and gas sector or supporting complex international operations.
- Strong familiarity with HSE policies (including ISO 14001), integrity and compliance frameworks, and experience in a multinational environment.
- Ability to work independently in a multicultural, fast-paced setting.
- Bachelor's degree preferred.
- Proficiency in SAP, Microsoft Office Suite, and data compilation tools.
- Excellent organizational, communication, and interpersonal skills with high discretion and integrity.
- Fluency in Arabic, English, and French is required.