Executive Assistant

We are recruiting for an

Executive Assistant

with the following details : Location : Doha, Qatar Start Date : ASAP Work schedule : 5 days per week Duration : 1 year renewable Qualifications / experience required A bachelor's degree in business administration, Communications, or a related field is often preferred, coupled with 5+ years of proven experience providing high-level executive support in a fast-paced environment. Advanced mastery of the Microsoft Office Suite (especially Outlook, Word, Excel, and PowerPoint) and a demonstrated ability to quickly learn new enterprise software and communication tools. Exceptional verbal and written communication skills, with the professionalism to interact confidently with executives, clients, and board members, and the discretion to handle highly sensitive and confidential information. Superior organizational, time-management, and multi-tasking skills with keen attention to detail, enabling the effective prioritization of a complex workload, proactive calendar management, and meeting strict deadlines with minimal supervision. A proactive, resourceful, and anticipatory approach to challenges, with strong judgment and the ability to make sound decisions independently to ensure seamless executive and operational support. Fluent in English Ability to work independently and in a team environment. Activities The Executive Assistant will be responsible for a wide range of operational and administrative tasks, primarily supporting the Crewing, Logistics, Human Resources, and QHSE departments. Key activities include : Crewing & Logistics Support : Managing the end-to-end crewing process for marine personnel, including mobilization and demobilization Coordinating all travel logistics : booking flights, arranging visas, and generating required travel letters Utilizing the Dawinci crew management system (or similar) to maintain accurate records and schedules Human Resources (RH) Administration : Conducting initial screening and communication with potential crew candidates Assisting in the development and maintenance of the training plan and training matrix for all personnel Preparing and tracking diving certifications and other mandatory personnel certifications Ensuring all employee personal files and records are accurately maintained and up to date Distributing monthly pay slips to employees Finance & Billing Support Supporting the billing process by centralizing all supporting documents for invoices Monitoring and tracking Work Orders (OS) to ensure they are properly closed and billed Contract and Procurement Leading the end-to-end procurement of services and equipment Leading the end-to-end tender response process for client-issued CFTs by coordinating with management and technical experts to develop compelling submission documents, preparing presentations to secure internal governance approval throughout the entire cycle until the contract is awarded.

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