{"id":2782577,"url":"https://alion.io/job/estithmar-holding-executive-personal-assistant-2","title":"Executive Personal Assistant","company":{"id":3225703,"name":"Estithmar Holding","domain":"estithmarholding.com","url":"https://alion.io/company/estithmarholding","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SuccessFactors","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Qatar"],"countries":["QA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":40000,"max_usd":96000,"period":"year","method":"global_role_cell_scaled_by_country","sample_n":2188},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-13T00:00:00Z","employer_posted_date":"2026-10-13","last_verified_at":"2026-10-20T21:00:15Z","board_verified":true,"closed_at":null,"days_open":8,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":8},"description":"Job Summary\nThe Executive Personal Assistant provides full senior-level administrative and secretarial support to ensure the smooth management of the immediate superior’s day-to-day affairs. The role handles sensitive and complex matters professionally and objectively, serves as the primary point of contact for internal and external constituencies, manages information requests and communications, prepares correspondence, arranges conference calls and meetings, and fulfils assigned administrative requirements.\nJob Responsibilities 1\nData Compilation and Reporting\nCompiles and collates the required data carefully so that complete and accurate information is available for the supervisor’s consideration and presentation whenever requested.\nPrepares professional, error-free reports within the established deadline and checks the information before submission to minimize errors and support reliable decision-making by the supervisor.\nIncoming and Outgoing Communications\nProcesses and responds professionally and promptly to all incoming and outgoing communications, including post, telephone calls, fax, email, and face-to-face enquiries. The communication should be prioritized according to urgency, sensitivity and the action expected from the immediate supervisor or department.\nTakes accurate messages and copies, records, or distributes information to the appropriate recipients as necessary so that communications are handled efficiently and without unnecessary delay.\nJob Responsibilities 2\nGuest Admission and Visitor Records\nChecks and manages the admission of guests who arrive without appointments before they are granted access to the immediate supervisor.\nMaintains an accurate daily log of visitors and appointments so that the office has a clear and easily accessible record for reference.\nConfidentiality and Information Traceability\nMaintains strict confidentiality when handling sensitive correspondence, calls, queries, information requests, and other matters relating to the immediate supervisor’s office. Sensitive information should be shared only with authorized recipients.\nAccurately distributes, records, or files correspondence, calls, and queries so that every document and communication handled by the office can be traced efficiently.\nDocument Distribution and Signature Files\nDistributes departmental documents to the concerned personnel in a timely manner so that required information and actions reach the appropriate recipients without delay.\nScreens documents carefully and organizes them in the signature file each day so that items requiring the immediate supervisor’s review or approval are presented properly.\nCorrespondence Monitoring and Follow-up\nRecords all distributed documents and monitors the actions taken on correspondence that requires a reply to support timely follow-up and completion.\nReviews pending documents and matters each day and promptly advises the immediate supervisor when any item requires immediate attention.\nAdditional Responsibilities 3\nJob Knowledge & Skills\nAdministrative Support\nDemonstrates proficiency in scheduling meetings, managing calendars, organizing travel arrangements, and handling correspondence to support efficient office operations.\nTime and Priority Management\nPrioritizes tasks, manages deadlines, and handles multiple responsibilities simultaneously to optimize the executive’s time and productivity.\nConfidentiality\nUnderstands the importance of maintaining discretion and professionalism when handling sensitive financial documents, legal matters, and personal correspondence.\nCommunication\nUses excellent verbal and written communication skills to liaise clearly and professionally with executives, clients, vendors, and other internal and external stakeholders.\nProblem Solving and ERP Knowledge\nAnticipates and addresses issues proactively, troubleshoots problems independently, identifies effective solutions, and applies ERP knowledge, preferably SAP functional skills.\nJob Experience\nOverall Working Experience\nRequires a minimum of five years of working experience that supports the effective delivery of administrative and secretarial duties and the day-to-day requirements assigned by the immediate supervisor.\nRelevant Working Experience\nRequires at least three years of relevant working experience in calendar and meeting coordination, correspondence handling, document control, report preparation, communications, and direct support to the immediate supervisor.\nGCC Working Experience\nTwo years of GCC working experience is considered an advantage.\nCompetencies\nAgility\nAI Fluency\nResilience\nQuality_321977507\nLeadership_321977503\nGeneral Inventory Management L2\nCalendar Maintenance L2\nDocument & Record Control L2\nTravel Arrangements L2\nAdministrative Document Design L2\n Education\nBachelor's Degree in Business Administration or any related 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