Executive Assistant to CEO
# Executive Assistant to CEO **LINE** · Doha · `On-site` 🕒 **Статус:** *Опубликовано: вчера* · *Источник: Indeed* --- ### About the Role EXECUTIVE ASSISTANT TO CEO / PROCUREMENT COORDINATOR Industry: Interior Design, Fit-Out & FF&E Location: Doha, Qatar Employment Type: Full-Time Reports To: Chief Executive Officer (CEO) At least 6 years of Experience Job Summary We are seeking a highly organized, proactive, and professional Executive Assistant to the CEO , preferably with previous experience in procurement, interior design, fit-out, FF&E, furniture, or construction-related industries . The successful candidate will provide comprehensive executive and administrative support to the CEO while assisting with procurement activities, supplier coordination, quotations, purchase orders, shipments, project documentation, and follow-ups. The position requires a candidate who is detail-oriented, commercially aware, capable of handling confidential information, and comfortable coordinating simultaneously with clients, designers, suppliers, contractors, and internal team members. Key ResponsibilitiesExecutive & Personal Assistance Provide day-to-day executive and administrative support to the CEO. Manage the CEO's calendar, appointments, meetings, reminders, and daily priorities. Coordinate meetings with clients, suppliers, contractors, consultants, and business partners. Prepare meeting agendas, minutes of meetings, reports, presentations, and correspondence when required. Draft and respond to professional emails and business communications on behalf of the CEO. Follow up on instructions and action items assigned by the CEO to different departments. Maintain organized records of important documents, correspondence, contracts, quotations, and approvals. Handle confidential company, client, financial, and management information with complete discretion. Assist with travel arrangements, business appointments, exhibitions, supplier visits, and other CEO requirements when necessary. Act as a coordination point between the CEO and the design, accounts, procurement, site, and administrative teams. Procurement & Supplier Coordination Assist with procurement activities for furniture, FF&E, lighting, accessories, fabrics, wallpapers, carpets, sanitary ware, joinery, finishes, and other interior fit-out materials . Prepare and issue RFQs to local and international suppliers. Obtain and compare supplier quotations based on price, specifications, quality, lead time, payment terms, and delivery conditions. Prepare quotation comparison sheets and recommendations for management review. Coordinate with suppliers regarding product specifications, finishes, materials, dimensions, samples, and availability. Assist in preparing and processing Purchase Orders (POs), Proforma Invoices (PIs), invoices, and procurement documentation . Maintain accurate procurement records and supplier databases. Negotiate or assist management in negotiating prices, discounts, payment terms, and commercial conditions. Follow up closely on orders from confirmation through production, inspection, shipping, customs coordination, delivery, and installation. Monitor production and delivery schedules and immediately highlight potential delays or discrepancies. Coordinate with freight forwarders and suppliers regarding packing lists, shipping quotations, insurance, ETD/ETA, and required shipping documents. Verify that supplier quotations, invoices, and order confirmations correspond with approved specifications and quantities. Coordinate material samples and product approvals with the design team and management. Assist with sourcing new suppliers, manufacturers, furniture brands, and materials locally and internationally. Interior Design & Fit-Out Project Coordination Coordinate with interior designers and project teams to ensure procurement requirements match approved designs and specifications. Maintain procurement schedules for ongoing projects and track the status of each item. Follow up on client approvals, material selections, samples, quotations, and order confirmations. Maintain clear records of revisions and changes to furniture, materials, finishes, quantities, and specifications. Coordinate with site teams regarding delivery requirements, installation dates, and project priorities. Assist in preparing and maintaining FF&E schedules, material schedules, procurement trackers, and project status reports . Ensure purchased items are consistent with approved drawings, BOQs, specifications, and client selections. Support the team in resolving supplier, delivery, material, or procurement-related issues. Qualifications & Experience Bachelor's degree or diploma in Business Administration, Procurement, Supply Chain, Interior Design, Engineering, or a related field . Previous experience as an Executive Assistant, Personal Assistant, Procurement Coordinator, Procurement Officer, or similar role . Experience in an interior design, fit-out, furniture, FF&E, architecture, or construction company is strongly preferred. Previous experience dealing with international furniture and material suppliers is an advantage. Good understanding of procurement processes, quotations, purchase orders, invoices, payment terms, and delivery schedules. Familiarity with interior design materials, furniture, finishes, lighting, fabrics, carpets, and accessories is highly advantageous. Proficient in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook . Experience maintaining procurement trackers and comparison sheets in Excel. Excellent written and spoken English. Arabic is an advantage but not mandatory. Required Skills & Competencies The ideal candidate should demonstrate: Excellent organization and time-management skills. Strong attention to detail and accuracy. Excellent professional communication and email-writing skills. Strong follow-up skills and ability to work independently. Ability to manage multiple projects and priorities simultaneously. Good commercial awareness and negotiation skills. Strong supplier and client coordination abilities. Ability to work effectively under pressure and meet deadlines. Professional appearance and communication style suitable for dealing with VIP/VVIP clients and international suppliers. High level of confidentiality, discretion, reliability, and integrity. Proactive attitude with the ability to anticipate the CEO's requirements rather than waiting for instructions. Problem-solving ability and willingness to take ownership of assigned tasks. Preferred Candidate Profile Preference will be given to candidates who have: Previous experience supporting a CEO, Managing Director, or business owner . Procurement experience within the interior design and fit-out industry . Experience sourcing European and international furniture, FF&E, lighting, and interior materials . Knowledge of international shipping and logistics documentation. Experience coordinating directly with factories, suppliers, freight forwarders, contractors, and project teams. Strong Excel and procurement tracking skills. Experience working in Qatar or the GCC is an advantage. Key Performance Expectations The successful candidate will be expected to ensure that: CEO instructions and action points are followed up promptly. Meetings and executive schedules are properly coordinated. Procurement requests and supplier quotations are processed efficiently. Purchase orders and supplier documentation are accurate. Procurement and delivery trackers remain continuously updated. Supplier and project deadlines are actively monitored. Delays, discrepancies, and commercial issues are escalated before they affect project schedules. All executive, procurement, and project documentation is properly organized and easily retrievable. Pay: QAR5,000.00 - QAR6,000.00 per month Experience: Procurement in the field : 6 years (Required) Work Location: In person
Наблюдалась 2026-09-21, впервые 2026-09-20, источник — Indeed.