Executive Assistant

Job description / Role

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 DaVinci crew management system (or similar) to maintain accurate records and schedules.

Human resources (HR) 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 (WO) to ensure they are properly closed and billed.

Contract and procurement:

• Lead the end-to-end procurement of services and equipment.
• Lead the end-to-end tender response process for client-issued CFTs by coordinating with management and technical experts to develop compelling submission documents.
• Prepare presentations to secure internal governance approval throughout the entire cycle until the contract is awarded.