Executive Assistant / Business Coordinator

We are looking for a highly organized, proactive and reliable **Executive Assistant / Business Coordinator** to provide administrative and operational support to management across multiple businesses. This is a hands\-on role suited to someone who is comfortable handling a variety of responsibilities — from administration, research and supplier coordination to operational follow\-ups and occasional site visits. The successful candidate should be someone who can **take ownership of a task, follow it through independently, solve problems where possible, and return to management with results and clear updates rather than requiring constant supervision.** **Key Responsibilities** * Handle general administrative work, correspondence, documentation, scheduling, appointments and bookings. * Coordinate and follow up with managers, employees, suppliers, service providers and other external parties. * Maintain an organized system for management tasks, pending matters, deadlines and follow\-ups. * Conduct research on suppliers, products, competitors, market trends, business opportunities and other requirements. * Source potential suppliers and service providers, request quotations and prepare comparisons for management. * Review and organize quotations, proposals, contracts, presentations and other documents before presenting them to management. * Visit our different business locations when required to review operations, identify issues and follow up on corrective actions. * Carry out occasional staff and operational checks to ensure management instructions, company procedures and standards are being followed. * Follow up with responsible employees or managers until assigned issues and tasks are completed. * Assist management with researching potential business opportunities, partnerships, new locations, products and concepts. * Assist with new business projects, store openings, launches, events and other assignments. * Coordinate meetings and maintain records of important discussions, decisions and required follow\-up actions. * Keep track of important deadlines, licenses, agreements, renewals, payments and other outstanding matters where assigned. * Prepare concise management updates covering completed tasks, pending matters, delays, issues and items requiring management attention. * Maintain proper filing and organization of important business information and documents. * Handle confidential business and management information with appropriate discretion. * Carry out other reasonable administrative, operational or business\-related assignments requested by management. **Qualifications \& Experience** * Bachelor's degree or diploma in **Business Administration, Management, Finance, Marketing or a related field**is preferred. * Minimum **2–3 years of relevant experience** in executive assistance, administration, business coordination, operations or a similar role is preferred. * Previous experience working directly with business owners, senior management or across multiple businesses would be an advantage. * Experience in the **hospitality, F\&B, retail or service industry** would be an added advantage. * Good working knowledge of **Microsoft Excel, Word, PowerPoint, Outlook and Google Workspace**. * Comfortable conducting online research and preparing clear comparisons, summaries and recommendations. * Good written and spoken **English** is required. Arabic would be an advantage. **Skills \& Personal Requirements** The ideal candidate should demonstrate: * **Strong organizational skills** – able to manage multiple assignments and priorities simultaneously. * **Excellent follow\-up ability** – does not allow assigned tasks to remain incomplete or forgotten. * **Initiative and proactiveness** – identifies what needs to be done instead of waiting for instructions at every stage. * **Problem\-solving ability** – able to investigate issues, identify possible solutions and present options to management. * **Attention to detail** – particularly when reviewing quotations, documents, figures and deadlines. * **Good communication skills** – comfortable dealing professionally with employees, managers, suppliers and external parties. * **Commercial awareness** – able to compare prices, suppliers and opportunities with consideration for cost, quality and business requirements. * **Time management** – able to prioritize urgent and important matters effectively. * **Accountability** – takes ownership of assigned responsibilities and follows them through to completion. * **Professionalism and discretion** – able to handle confidential management and business information appropriately. * **Adaptability** – comfortable working across different businesses and handling changing priorities. **Additional Requirements** * Must be comfortable with a role that combines **office\-based administrative work with occasional operational/site visits**. * Must be willing to travel between different company locations when required. * Should be comfortable communicating with and following up with employees at different levels of the organization. * Must be able to work independently with limited supervision once an assignment has been explained. * Ability to work under pressure and handle multiple ongoing matters is important. * A **valid Qatar driving licence and access to a vehicle would be a strong advantage**. * Candidates currently based in Qatar would be preferred. **What We Are Looking For** This position is **not limited to a traditional secretary or administrative assistant role**. We are looking for someone who can act as an extension of management and help ensure that tasks actually get completed. For example, if asked to find a supplier, the expectation is not simply to provide a list of names. The candidate should be able to research suitable suppliers, contact them, obtain quotations, compare the options, follow up where necessary and present management with a clear recommendation. Similarly, when an operational issue is identified, the candidate should be able to coordinate with the relevant people, follow up on the required action and confirm when the matter has been resolved. The right candidate will therefore be **resourceful, dependable, organized and comfortable taking responsibility for getting things done.** Pay: QAR5,000\.00 \- QAR8,000\.00 per month Work Location: In person