84 Executive Secretary Administration Officer jobs in Qatar
Executive Assistant
Posted 23 days ago
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Job Description
We are looking for an Executive Assistant to perform a variety of administrative tasks, attend to her day-to-day functions.
An Executive Assistant is a professional responsible for managing the schedules and communications, prioritizing emails and phone calls and arranging meetings, business, and personal events.
Responsibilities
- Acting as the point of contact among employees, clients, and other external partners
- Managing information flow in a timely and accurate manner
- Managing calendars and setting up meetings.
- Make travel and accommodation arrangements.
- Draft, review and send communications.
- Format information for internal and external communication – memos, emails, presentations, reports
- Take minutes during meetings.
- Screen and direct phone calls and distribute correspondence.
- Executive Assistant’s responsibilities include managing calendars, making travel arrangements, preparing reports, attending to needs, and arranging personal agenda. To be successful in this role, the candidate should be well-organized, have great time management skills and be able to act without guidance.
Requirements
Executive Assistant
Posted 23 days ago
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Job Description
We are seeking an experienced and resourceful Executive Assistant to provide high-level administrative and strategic support to the top management office. This role requires exceptional organizational skills, discretion, and the ability to handle complex business matters in a fast-paced environment.
Key Responsibilities:
- Manage and prioritize complex calendars, ensuring alignment of high-level business priorities
- Prepare confidential reports, business presentations, and executive briefings for strategic decision-making
- Handle sensitive communications, drafting correspondence, and ensuring timely responses on behalf of senior leadership
- Coordinate international and domestic travel, itineraries, and logistics for critical business engagements
- Support board-level meetings, including agenda preparation, documentation, and tracking of action items
- Act as liaison with external stakeholders, government entities, and strategic business partners
- Conduct research and prepare executive summaries to facilitate informed decision-making
- Oversee special projects and ensure deadlines are met across multiple business units
- Maintain a high level of confidentiality and professionalism at all times
Skills
Qualifications & Requirements:
- Bachelor’s degree in Business Administration, Management, or a related field
- Minimum 3–8 years of executive-level support experience , preferably in a group or multinational company
- Strong organizational and time management skills, with the ability to prioritize competing demands
- Excellent interpersonal and communication skills, capable of interacting with senior stakeholders
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Flexible, proactive, and capable of working under pressure in a dynamic environment
- Fluency in English is mandatory; applicants fluent in Arabic will be given priority
Executive assistant
Posted today
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Job Description
Job Description
STAPEM Offshore Energy Services
Job Title :
Executive Assistant
Location :
Doha – West Bay - the Gate Mall
Terms :
Full time - 240 days per year
About us :
Headquartered in France, STAPEM Offshore is a trusted provider of customized marine and subsea support to various companies in the global offshore energy sector, ensuring their operations are safe and efficient.
We provide world-class services in IT, administration, QHSE, logistics, legal support and communications, while prioritizing safety and minimizing environmental impact. We strive for zero incidents or injuries and are committed to delivering superior service, quality and value to our customers.
Our roots in West Africa date back to 1989, primarily in Angola. We are capable of delivering multi-disciplinary engineering, procurement, construction, commissioning and maintenance projects.
Our Angolan headquarters, located in the Bairro Azul district of Luanda, includes operational facilities at the Sonils base in the Port of Luanda, complete with warehouses, workshops, storage yards, transportation facilities and guest houses. We also operate from the Kwanda base in Soyo, where similar facilities are maintained.
Our offices in Senegal are strategically located in the port of Dakar. With 35 years of experience in Angola, we provide the same exemplary service in Senegal. Our diverse services range from diving and remotely operated vehicle (ROV) services, marine expertise and oil terminal management to specialized maintenance solutions. We are committed to supporting the expansion and development of Senegal's maritime sector, as we have effectively done in Angola over the past three decades.
As of 2018, STAPEM has an expanded presence in the Middle East, particularly in Doha, Qatar, where we are engaged in robust marine and subsea support activities.
STAPEM has built a solid reputation in the energy sector, particularly in West Africa and the Middle East, working consistently with national and international oil majors.
In 2019, we welcomed Film-Ocean, an independent subsea contractor, to the STAPEM Group. Film-Ocean provides innovative and cost-effective subsea solutions, specializing in ROV inspection and intervention services, which has significantly expanded STAPEM Offshore's subsea capabilities with a variety of ROV systems ranging from HD work class ROVs to helicopter transportable micro ROVs.
In addition, engineering companies d2m and Mareal joined the STAPEM Group in 2013 and 2016 respectively, strengthening the Group's ability to deliver comprehensive turnkey projects to our clients.
Our web site: (
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About the role
This position is established to directly assist in the strategic development of the affiliate and is designed to serve as a steppingstone to a permanent role with greater responsibility for a candidate who demonstrates strong performance, should the company secure the anticipated contracts.
Situation in Organization
Report to Operations Manager
Context and environment
Strategically positioned within the offshore energy sector, the company is a major supplier of marine personnel to a local oil company, provides marine expertise to another producer, and is actively expanding its operations within the Diving, Marine, and ROV services market in the middle east.
5 working days per week and occasionally calls on weekend and night depending on operations requirements and teams' availability.
Connected 24/7 to mobile communication applications to follow operations.
Ethics & Compliance
Demonstrate full compliance with Stapem code of conduct regarding procurement and business integrity.
Contribute and promote compliance with the Group and the affiliate's rules and procedures, included but not limited to due diligence desktop search.
HSE
Initiate, prepare Contractors Audits
Promote HSE culture and Zero fatality program for STAPEM
Participate in Emergency drill as appropriate
Part if crisis cell team – act as scribe
Gathers lessons learnt
Knowledge of Company HSE policy, rules, and procedures (HSE MS) and in particular ISO14001 & 50001 standards.
Observance of the Company HSE policy, rules, and procedures.
Participation in HSE activities and global improvement (e.g. referential, reporting, REX, audits, Maestro, training, HSE action plans.).
Fo ow-up of International regulations (IMO, Class, OCIMF, Flag states, IMCA .)
Organizing and scheduling mandatory HSE inductions for new and existing personnel.
acking and following up on employee performance and safety assessments.
Formatting and editing company procedures and documents to ensure a consistent and professional standard.
Method
Design and implement new methods and processes to streamline logistics operations, including but not limited to transportation, warehousing, marine activities, port operations, etc.
Prepare presentation as requested by the Operation Manager.
Participate as requested by the Operation Manager and issue the Minutes of Meeting
Analyze current operational processes to identify areas for improvement in efficiency, cost-effectiveness, and quality.
Develop and implement strategies for continuous process improvement across various departments and functions.
Utilize data and performance metrics to identify bottlenecks, inefficiencies, and opportunities for optimization.
Design and implement new methods and processes to streamline logistics operations and enhance overall productivity and efficiency.
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
ordinating all travel logistics: booking flights, arranging visas, and generating required travel letters
tilizing 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
Pr aring 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
Lead the end-to-end procurement of services and equipment by
§ coordinating with management and technical experts process to develop and issue Calls for Tender (CFT) ITT and exhibits for services and equipment,
§ managing vendor communications,
§ coordinating with management and technical experts the technical and commercial evaluations of received bids
§ supporting hierarchy through the internal approval process to ensure the timely and cost-effective award of contracts.
Lead th 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.
Accountability
Deliver safe and cost-effective logistics support and services.
Contribute by continuous amelioration to the improvement of the equipment, services, and operating procedures.
Organize and coordinate marine, logistics and road logistics activities in relationship with the various entities in full compliance with Company's Health, Safety, and Environmental Protection policies and procedures.
Optimize logistics means guaranteeing efficiency and adequate management of priorities and emergencies.
Review and implement ways to continuously improve Energy management in line with ISO 50001 standard.
Qualifications / experience required
Education & Experience:
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.
Technical Proficiency:
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.
ommunication Skills:
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.
Organizational Mastery:
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.
Problem-Solving Aptitude:
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.
Additional Valued Assets:
§ Former flight attendant experience
§ Experience within the specific industry (e.g., oil & gas, marine services
§ Project management experience or certification
§ Power BI expertise (internal training will be provided)
§ Proficiency in a second language
§ AI oriented
Executive Assistant
Posted today
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Job Description
- Role - Executive Assistant
- Location-Doha Qatar
- Company Type: Multinational Corporation
Key Responsibilities
- Manage complex calendars, schedule meetings, and coordinate appointments across time zones
- Prepare executives for meetings by organizing agendas, briefing materials, and logistics
- Respond to emails and document requests on behalf of executives with professionalism and discretion
- Draft and format presentations, meeting notes, reports, and other business documents
- Liaise with internal departments and external stakeholders to ensure timely communication
- Maintain confidentiality and handle sensitive information with integrity
- Track action items and follow up to ensure timely completion
- Assist with travel arrangements, expense reports, and other administrative tasks as needed
Qualifications
- Bachelor's degree or equivalent professional experience
- Minimum 3–5 years of experience supporting senior executives, preferably in a multinational or corporate setting
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Exceptional organizational and time-management skills
- Strong written and verbal communication abilities
- Ability to manage multiple priorities with attention to detail and follow-through
- Professional demeanor and ability to work independently with minimal supervision
Regards
TASC Recruitment Team
Executive Assistant
Posted today
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Job Description
GIV TRADE GROUP is Hiring an Executive Assistant
We are looking for a highly motivated and detail-oriented Executive Assistant to support the Group's CEO in driving strategic initiatives and managing a dynamic, fast-paced environment.
Key Qualifications:
- Minimum 3 years of experience in the capital markets or financial services industry.
- Strong organizational and communication skills.
- Ability to handle sensitive information with professionalism and discretion.
- Proficiency in MS Office and business communication tools (Teams, Zoom). Strong knowledge of trading industry platforms (e.g., MT4/MT5).
- A proactive mindset, capable of working under pressure and adapting to priorities.
Role Highlights:
- Provide executive-level administrative support to the CEO.
- Manage scheduling, communications, and coordination with global stakeholders.
- Support in preparing presentations, reports, and follow-up on strategic projects.
- Ensure smooth execution of daily operations aligned with GIV TRADE's global vision.
Location: Doha, Qatar
If you're ready to grow your career with a global leader in brokerage services, we'd love to hear from you.
Apply now by sending your CV to
Executive Assistant
Posted today
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Job Description
The Executive Assistant (EA) will provide high-level executive, administrative, and operational support to the leadership of Artan Consultancy and Educational Services (ACES). This role requires excellent organizational, communication, and coordination skills to ensure seamless management of priorities across the two institutions. The EA will serve as a trusted point of contact, ensuring discretion, efficiency, and professionalism in all matters.
Executive Support
- Manage executive calendars, coordinate meetings, and oversee appointments for leadership of both University and School.
- Prepare meeting agendas, take accurate minutes, and ensure timely follow-up on action items.
- Draft, review, and proofread correspondence, reports, and presentations for leadership approval.
- Handle highly confidential information with discretion and professionalism.
Communication & Liaison
- Act as a central communication link between ACES leadership, staff, parents, students, and external stakeholders.
- Liaise with ministries, educational authorities, vendors, and partner institutions on behalf of leadership.
- Support the coordination of internal and external communications to ensure consistent messaging across both entities.
Administrative & Operational Management
- Coordinate domestic and international travel, including visas, itineraries, and logistics.
- Organize and manage events, workshops, board meetings, and official functions.
- Process invoices, purchase orders, and expense claims in coordination with Finance.
- Maintain structured filing systems (digital and physical) for accessible record-keeping and compliance.
Project & Task Coordination
- Support and track progress of strategic initiatives and special projects led by the University and School.
- Consolidate reports, updates, and data for leadership review.
- Monitor deadlines and ensure deliverables are achieved in line with ACES
Skills
- Exceptional organizational and multitasking abilities.
- Strong interpersonal and stakeholder management skills.
- High integrity and ability to maintain strict confidentiality.
- Proactive problem-solving and initiative-taking.
- Ability to thrive in a fast-paced and dynamic academic environment.
- Full-time role based in Doha, Qatar.
- Requires flexibility in working hours to meet the demands of University and School leadership schedules.
- Travel between within and outside Qatar may be required.
Specialized Training / Knowledge Required
- Strong IT proficiency (MS Office Suite, digital collaboration tools, and presentation software).
- Excellent command of written and spoken English; Arabic knowledge is an advantage.
Education & Qualifications
- Bachelor's degree in Business Administration, Hospitality Management, Education Administration, or related field.
Experience
- 2–3 years of progressive experience as an Executive Assistant, Secretary, or Personal Assistant.
- Prior experience in education, creative industries, or large organizations preferred.
Job Type: Full-time
Application Question(s):
- Have you ever worked in the educational sector before?
Experience:
- Relevant : 3 years (Required)
Executive Assistant
Posted 4 days ago
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Job Description
Manage and prioritize the manager's correspondence, including calls, emails, and postal communications, ensuring timely and efficient handling Oversee and prioritize the day-to-day operations of the manager's professional and personal affairs, providing high-quality support Balance conflicting priorities and ensure matters are handled expeditiously and proactively. Demonstrate a positive, can-do attitude, following through on tasks and projects to successful completion Identify, anticipate, and prepare information requirements for meetings, appointments, and presentations, ensuring all relevant details are organized and ready Maintain an organized filing system, ensuring accurate and accessible documentation Coordinate and manage travel arrangements (e.g., flights, hotels, rental cars) for the executive, ensuring all logistics are aligned with organizational policies and are well-organized Participate in meetings, take minutes, and follow up on action items in coordination with the manager Gather, analyze, and report information on assigned matters, generating reports and preparing presentations as needed while maintaining confidentiality Specific to Executive Assistant to the Country Manager: Manage the Store Validation Report (SVR) process, collecting commercial details, gathering feedback on sales projections, and facilitating approval from the SV and Investment Committees Specific to Executive Assistant to the Country Manager: Maintain and update the country’s real estate database, tracking mall maps, lease terms, competitors' expansions, and ensuring timely lease renewals Specific to Executive Assistant to the Managing Director: Organize and coordinate VIP/Principals’ visits, ensuring smooth execution of schedules Specific to Executive Assistant to the Managing Director: Supervise the Back Office (BO) support team, ensuring proper staffing and performance by setting clear objectives and evaluating against established standards Specific to Executive Assistant to the Managing Director: Manage reception areas by ensuring they are appropriately staffed and equipped Specific to Executive Assistant to the Managing Director: Drive a culture of exceptional customer service through on-the-job coaching/training for the support team and identifying further training needs in collaboration with talent development team Qualifications
Bachelor's degree or equivalent experience Proficient in Microsoft Office suite 4 to 6 years of experience in a similar role Experience in managing multiple priorities, administrative coordination, and logistics Well-organized, detail-oriented, ability to multi-task with great follow-up skills Strong written and verbal communication skills Azadea Group is an Equal Employment Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other characteristic protected by relevant local laws.
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Executive Assistant
Posted 4 days ago
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Job Description
GovCIO has a fantastic opportunity for an Executive Administrative Assistant to provide support to the Air Force and U.S. Space Force at Al Udeid Air Base in Doha, Qatar. Overview
GovCIO has a fantastic opportunity for an Executive Administrative Assistant to provide support to the Air Force and U.S. Space Force at Al Udeid Air Base in Doha, Qatar.
Responsibilities
Work with SPACECENT leadership and staff, and other internal and external organizations up to the Top-Secret Sensitive Compartmented Information (SCI) level as necessary to coordinate schedules, manage tasks, and facilitate communication. Complete required security and administrative training as directed by SPACECENT. Manage and track tasks using the Task Management Tool (TMT) on NIPRnet and SIPRnet, ensuring timely completion and coordination with action officers. Provide administrative support to SPACECENT leadership and staff, including but not limited to preparing correspondence, managing calendars, and scheduling meetings. Create, draft, proofread, edit, and coordinate correspondence, visual products, and graphics to include charts and infographics. Schedule and coordinate meetings, events, conferences, and off-sites, including preparing access rosters and requesting security clearance transfers. Maintain and update databases, spreadsheets, and SharePoint lists, ensuring data accuracy and accessibility. Assist in the handling and processing of awards, decorations, and evaluations. Evaluate administrative processes and make recommendations for improvements. Execute quality assurance activities in support of administrative processes and documentation. Assist in the development of administrative procedures and review existing procedures for optimization. Assist as a liaison between SPACECENT and other organizations for administrative matters. Advise SPACECENT leadership on administrative best practices and procedures. Respond to all government inquiries in a timely manner. Any inquiry that doesn’t fall under any task listed above will be considered a task with a suspense date of no later than 3 business days from the date of the request, unless a different timeline is specified. Examples of inquiries are status of tasks, timelines, and estimated completion dates. Attend recurring, scheduled and short notice (4 hours) meetings on AUAB with Government personnel in person or virtually. Coordinate and attend off-site meetings or engagements as needed to support leadership schedules, verify logistical requirements, and ensure readiness for official functions or events. Demonstrate proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel, and SharePoint) to prepare, edit, and submit weekly status reports, calendars, and task trackers to senior leadership and stakeholders.
Qualifications
High School with 3 - 6 years (or commensurate experience)
Required Skills And Experience
High School Diploma or GED equivalent Experience with TMT and 4+ years of administrative support experience for senior leadership (e.g. general/flag officer or senior executive level) required. Will accept a Bachelor’s degree in Business, English, Management, Communication, Office Administration in lieu of 4 yrs exp. (BS with 0 years experience) OR all the following criteria: The specific skills, knowledge, and comprehension to perform all task functions quickly and accurately without supervision or assistance. Valid driver's license to operate Mission vehicles. Knowledge of executive-level administrative support functions in an overseas or international military environment. Knowledge of correspondence management, task tracking systems (e.g., TMT), and protocol procedures sufficient to advise leadership and support complex organizational coordination. Must have good strong awareness of communication handling, including the ability to support operations in classified environments compliant with DoD and host-nation regulations. Proven ability to communicate effectively with individuals at all levels, both orally and in writing. Highly skilled in customer service and diverse stakeholder engagement. Ability to multitask effectively in a fast-paced environment, under stress and within time constraints. Able to work under minimal supervision. Proficiency in Microsoft Office (Word, Outlook, PowerPoint, Excel, and Access). Clearance Required:TS/SCI
Company Overview
Preferred Skills and Experience
GovCIO is a team of transformers--people who are passionate about transforming government IT. Every day, we make a positive impact by delivering innovative IT services and solutions that improve how government agencies operate and serve our citizens.
But we can't do it alone. We need great people to help us do great things - for our customers, our culture, and our ability to attract other great people. We are changing the face of government IT and building a workforce that fuels this mission. Are you ready to be a transformer?
What You Can Expect
Interview & Hiring Process
If you are selected to move forward through the process, here’s what you can expect:
During the Interview Process Virtual video interview conducted via video with the hiring manager and/or team Camera must be on A valid photo ID must be presented during each interview
During the Hiring Process Enhanced Biometrics ID verification screening Background check, to include: Criminal history (past 7 years) Verification of your highest level of education Verification of your employment history (past 7 years), based on information provided in your application
Employee Perks
Benefits
At GovCIO, we consistently hear that meaningful work and a collaborative team environment are two of the top reasons our employees enjoy working here. In addition, our employees have access to a range of perks and benefits to support their personal and professional well-being, beyond the standard company offered health benefits, including:
Employee Assistance Program (EAP) Corporate Discounts Learning & Development platform, to include certification preparation content Training, Education and Certification Assistance* Referral Bonus Program Internal Mobility Program Pet Insurance Flexible Work Environment Available to full-time employees
Our employees’ unique talents and contributions are the driving force behind our success in supporting our customers, which ultimately fuels the success of our company. Join us and be a part of a culture that invests in its people and prioritizes continuous enhancement of the employee experience.
We are an Equal Opportunity Employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, disability, or status as a protected veteran. EOE, including disability/vets.
Posted Pay Range
The posted pay range, if referenced, reflects the range expected for this position at the commencement of employment, however, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, education, experience, and internal equity. The total compensation package for this position may also include other compensation elements, to be discussed during the hiring process. If hired, employee will be in an “at-will position” and the GovCIO reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, GovCIO or individual department/team performance, and market factors.
Posted Salary Range: USD $88,500.00 - USD $88,500.00 /Yr.
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Executive Assistant
Posted 9 days ago
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Job Description
Key Tasks and Responsibilities Successfully manage a hectic and ever-evolving diary, proactively predicting when schedules are likely to change and making adjustments where necessary. Ensure all participants are fully informed of all changes. Re-scheduling complex meetings and travel itineraries at short notice. Coordinate sophisticated travel itineraries and administering the timely procurement of visas and other travel documentation. Providing detailed travel itineraries and ensuring that relevant business material pertaining to each trip is collated and presented well ahead of time. Prioritise and edit all incoming communication, composing responses or redirecting as appropriate, alerting where further action is required and prompting when due. Email, voicemail and telephone calls are used extensively to plan and manage the workload, and it may be necessary to screen all incoming communications, and proactively deal with questions and information requests. Build and maintain co-operative relationships with clients and colleagues of all levels both internally and externally. Prudently handling confidential and highly sensitive information on a regular basis and acting as a discreet sounding board for the Partner, and other colleagues. Proactively manage the Partner’s client development efforts, including building relationships to get to that important first meeting and beyond, coordinating preparatory meetings and lunches, dinners and events. Proactively manage the Partner’s marketing activities, including assisting the Partner with their Personal Marketing Plans, liaising with the Marketing department. Update the Bain client tracking database fully with all actions, events and updates, including regular updating of client contacts and activities. Have the ability to create/amend PowerPoint presentation decks, for client presentations and internal meetings. Assist with personal work as required During regular communication updates provide overview on diary appointments, etc.; the managing of their “to do” lists and generally being proactive in thinking about what you can take on in order to leverage their time. Be capable of organising small events Collaborate with other Executive Assistants to provide phone coverage, work coverage and general team support Reception coverage as needed and assigned Flexibility, there may be a need for Partner to call EA outside office hours Manage expenses and timesheets on a monthly basis
Personal Attributes Flexible and positive attitude Team player Proficient communication, organization and time management skills “Can Do!” mentality and positive attitude Meticulously detail focused Diplomatic, efficient and accurate, with excellent communication and listening skills Able to work on own initiative – and be proactive Enthusiastic, dedicated, hard working Pleasant and calm to work with, even when under pressure An interest in the substance and commercial impact of Bain’s work Discreet and loyal Professional approach at all times Confident and friendly when communicating with people of all levels Ability to work independently and as an integral member of various teams Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information Strong customer service focus
Qualifications
Essential School diploma or higher, Bachelors degree is not essential but preferred. Qualifications will be dependent on age and number of years experience A minimum of five years direct executive secretarial experience in either a multinational company, professional services firm or holding an executive level position within a bank (EVP or higher) Excellent communication skills both verbally and written in English, French speaking is a bonus but not essential. Computer literate; extensive prior experience and at an advanced level in using Microsoft Word, Outlook and the Intranet, and at an intermediate level using Excel and PowerPoint
Hours: 9am-6pm from Sunday to Thursday although flexibility is required on the hours worked #J-18808-Ljbffr
Executive Assistant
Posted 15 days ago
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Job Description
Boston Consulting Group partners with leaders in business and society to tackle their most important challenges and capture their greatest opportunities. BCG was the pioneer in business strategy when it was founded in 1963. Today, we help clients with total transformation-inspiring complex change, enabling organizations to grow, building competitive advantage, and driving bottom-line impact.
To succeed, organizations must blend digital and human capabilities. Our diverse, global teams bring deep industry and functional expertise and a range of perspectives to spark change. BCG delivers solutions through leading-edge management consulting along with technology and design, corporate and digital ventures—and business purpose. We work in a uniquely collaborative model across the firm and throughout all levels of the client organization, generating results that allow our clients to thrive.
What You'll Do
As a dynamic, driven Executive Assistant (EA), you will provide executive administrative support for a team of Managing Director & Partner(s), and/or Partner(s) taking full responsibility for the maintenance of a demanding schedule. Represent BCG to all internal and external contacts in a manner consistent with BCG’s value statement.
While consultants spend most of their time at the client site, back here at home office, the Operations Team that consists of a group of really smart, team-oriented people will surround you. EAs actively participate in office life, are flexible and willing to help fellow team members, and collaborate across functions.
YOU'RE GOOD AT
Managing and maintaining busy outlook calendars highlighting potential conflicts, managing end-to-end travel logistics (bookings & amendments of flights, hotels, cars etc), conference calls, meetings etc. Utilizing efficiency tools such as ShareCal and Loop to improve scheduling effectiveness Developing working relationships with external clients and their assistants to facilitate the information flow and scheduling process Embracing and utilizing AI-powered tools to enhance productivity and administrative efficiency; proactively seeking opportunities to upskill and integrate emerging technologies into daily workflows Maintaining and developing working relationships with various BCG support staff members to maintain information flow and scheduling process Organizing and scheduling client and internal meetings and events; prepare logistics/equipment arrangements Providing vacation cover to other Executive Assistants Coordinating meetings, arranging conference bridges, reserving conference rooms, organizing catering Where appropriate preparing and circulating meeting agendas and materials, attend meetings, take and distribute meeting notes, follow up on action items Providing administrative support to PA events: prepare invitation mailings, manage responses, arrange catering, venues and on the ground support Organizing and maintaining online systems for PA Managing client contacts for CRM/Contact Management Organizing and maintaining electronic filing system Preparing weekly timesheets and expense reports Maintain highest level of internal and external confidentiality
What You'll Bring
Strong service orientation: Maturity and flexibility to work both independently and in cooperation with others High level of self-motivation and initiative Willingness to exercise good judgment and make decisions based on logic and common sense Excellent organizational skills Ability to anticipate alternate solutions and be prepared with contingency plans as needed in a calm and efficient manner Superior attention to detail and accuracy Follow through/ownership of tasks to completion Willingness to consistently check and double-check all aspects of Partner/Principals schedule (including travel, client meeting preparations and materials) Ability to multi-task and complete a variety of projects in a fast-paced environment Ability and willingness to work overtime on projects and tasks as required Knowledge and experience of the Middle East and local practices Proficient computer skills: Windows, Word, Excel, PowerPoint, Outlook Organizational skills: ability to handle competing priorities and to work effectively in a Challenging, fast-paced environment Service oriented, flexible, attentive to detail team player Ability to respect all BCG information as personal and confidential A minimum of 4-5 years’ experience in a fast-paced environment supporting senior executives is strongly preferred.
Who You'll Work With
You'll be working within a closely-knit EA team made up on Senior Executive Assistants, Executive Assistants and Admin Assistants all reporting into one of the four Team leaders who report into the Admin Services Senior Manager. You'll be supporting a team of Managing Director & Partner(s), and Partner (s) and you'll work with the other administrative team members to back each other up and help each other out when things get extra busy or when someone is out of the office. The team is very collaborative and enjoys learning and mentoring each other. Your manager will be a great resource for support and trouble-shooting and will provide developmental guidance and support as your grow your career at BCG.
Boston Consulting Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity / expression, national origin, disability, protected veteran status, or any other characteristic protected under national, provincial, or local law, where applicable, and those with criminal histories will be considered in a manner consistent with applicable state and local laws.
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