IT Executive Assistant / Administrative Coordinator - Qatar

ROLES & RESPONSIBILITIES :

• Interact with senior executives, customers and vendors, potential consultants and corporate partners with a high degree of professionalism
• Make high-level contacts of a sensitive nature inside and outside the company
• Arrange complex meetings, including board meeting packages, and handle all other meeting material preparation and logistics
• Responsible for all Procurement Related matters such as, ERP processes, IT Contracts, Variation Requests, Material Requisitions, codifications.
• Coordinating vendor sales orders, business cases and proposals
• Ensuring the service providers monthly volume and performance reporting outputs are processed on time and enforce any relevant service credits or performance related issues are highlighted
• Administering and coordinating TELCO requests and change, processing internal billing discrepancies with Finance department or service provider
• Responsible for XEROX photo copier agreement and monthly rental and excess copy billing for 300 devices across education city including regular meetings with service provider
• Focal point for all centers and directorates, as HC, Finance, HSSE and FM directorate
• Prepare presentation materials, cover/introductory letters, contracts, and other business documents
• Timely update contracts databases and file documents
• Gather all information to complete agreement templates
• Demonstrate a sense of urgency, initiative, responsiveness, and attention to detail
• Routinely handle internal and external inquiries by screening calls, answering questions, and redirecting to appropriate personnel.
• Manage executives calendars, conference registration and arrangements.
• Provide a complete private secretarial and administrative service for Executive Director and one or two Department Manager(s), routing callers and preparing and drafting internal correspondence under direction to ensure that all matters are dealt with efficiently and appropriately.
• Provide a time management / diary service on behalf of Executive Director in order to ensure effective time usage and to avoid conflicting schedules.
• Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
• Liaise with senior level contacts, both internally and externally including Management of officials of government authorities and companies in Qatar and overseas to facilitate the Department Managers business communication.
• Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role.
• Prepare internal / external correspondence. Type memos, reports, minutes of meetings. Assist Executive Director in preparing presentation graphs, and statistics.
• Act as first point of contact for both internal and external visitors wishing to contact the Department Executive Director to ensure that only those having genuine and acceptable reasons may do so. Guide delegates / visitors. Arrange safety briefing and security passes.
• Coordinate with Heads of Sections and other Departments for the preparation of reports, plans and meetings as demanded by Executive Director's function.
• Arrange or personally perform basic translation of incoming / outgoing correspondence into English and vice versa.
• Schedule and coordinate departmental meetings. Plan and arrange venues. Coordinate with participants. Send reminders and follow-up messages. May participate in meetings to Record Minutes.
• Assists Department Executive Director/Heads in preparing for meetings by providing documentation, reports, previous minutes of meetings and background information on the subject under discussion
• Arrange trainings for both staff and contractors
• Co-ordinate the receipt and compilation of information necessary for the production of regular activity and progress reports.
• Maintains cost efficient levels of office supplies in order to ensure ready availability and continuity of work processes.

SKILLS & COMPETENCIES :

• Computer Literate, Good communication and interpersonal skills.
• Excellent problem-solving skills, analytical thinking, and visionary skills necessary to grow a company are of major importance.
• Excellent command of English Grammar and business writing
• High-level administrative and clerical skills and versatility in the use of office equipment and technologies
• Fluency in English, written and oral

EXPERIENCE :

• Minimum of 10 years of executive-level administrative support experience.
• Proven experience in IT procurement and vendor coordination, including ERP processes and vendor management.
• Strong background in managing executive calendars, complex meetings, and logistics at senior levels.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
• Proficiency in office technologies and ERP systems, including Microsoft Office Suite and related tools.

EDUCATION :

• Bachelor's degree (BA/BS) required in Business Administration, Information Technology, or related field; Master's degree preferred.