Executive Assistant to CEO at LINE in Doha

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