Executive Assistant

Job Overview

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive support to senior executives within the Gas Assets Division. The role combines traditional executive support with specialized responsibilities in HSE compliance, integrity, business analysis, data management, logistics, and facility coordination in a complex international energy/oil & gas environment. Abide by and promote HSE policies, internal and external requirements regarding Integrity and Compliance.

• Manage and optimize complex calendars, including scheduling meetings, coordinating travel arrangements, and resolving conflicts proactively.
• Prepare and organize materials for meetings, presentations, reports, and executive communications.
• Act as a gatekeeper for the executive, managing incoming communications, prioritizing requests, and handling confidential correspondence.
• Handle administrative tasks such as expense reporting, invoice processing, document management, and maintaining filing systems.
• Track and manage key deliverables, deadlines, and follow-ups to ensure timely completion of executive priorities.
• Maintain confidentiality of sensitive information at all times.
• Contribute to the archiving of key documents for the Division.
• Follow up on technical support provided through preparation of offers and RFS, tracking of actuals, follow-up and validation of invoices in close coordination with AOBO, BD, and Finance divisions.
• Commercial follow-up: prepare quotations, track RFS with Finance, and liaise between customers and HQ.
• Maintain up-to-date internal guidelines for the management of TSAs (internal processes, workflow descriptions, etc.).
• Coordinate with the logistics department on applications for offshore and medical passes for Division staff, secondees, and visitors.
• Handle onboarding/offboarding of Division staff and secondees during mobilization and demobilization.
• Prepare mission orders, ticket requests, hotel bookings, expense reports, visit programs, and gate passes.
• Organize visas, transportation, and accommodation for abroad visitors.
• Collaborate with HQ assistants and relevant departments to organize mission logistics for AOBO BD visitors to Doha.

• 5+ years of experience as an Executive Assistant, preferably in the energy/oil & gas sector or supporting complex international operations.
• Bachelor’s degree preferred.