Chief Personal Assistant
Location: Qatar
Reporting to: Executive VP, Projects, Engineering & Procurement Services
Overview
We are seeking a highly organised and proactive Chief Personal Assistant to provide confidential and efficient support to a senior executive. The role ensures smooth functioning of the executive office, manages high-level administrative and secretarial tasks, and coordinates internal and external communications.
Key Responsibilities
- Maintain and manage the executive's calendar, schedule meetings, and resolve conflicts where possible
- Track and follow up on action items and outstanding tasks across the directorate
- Draft, prepare, and review correspondence, reports, and presentations for internal and external stakeholders
- Arrange travel itineraries including flights, hotels, and agendas, and manage travel approvals
- Coordinate, compile, edit, and cross-check reports and documents for submission to the executive
- Cascade information and announcements to staff, including circulation of daily reports to department managers
- Monitor personnel-related matters including staff planning, performance management data, training, promotions, transfers, remuneration, and development initiatives
- Maintain and update a comprehensive filing system (physical and electronic) for all correspondence, confidential documents, and departmental records
- Assist in preparing and reviewing committee documentation and materials for executive involvement
- Handle confidential and sensitive information with discretion and professionalism
- Serve as a point of contact for internal and external stakeholders, maintaining professional public relations standards
- Work independently with minimal supervision, demonstrating initiative and diligence in a demanding environment
Candidate Requirements
- Secondary education (12 years) with further education in office management or related discipline preferred; university degree in any discipline is an advantage
- Minimum 8 years of administrative experience supporting senior executives
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and comfortable managing databases
- Excellent written and verbal English; Arabic language skills are an advantage
- Strong interpersonal, organisational, and communication skills
- High level of discretion and ability to handle confidential information