1. Role Purpose

The Personal Assistant (PA) provides high-level executive support to the Managing Partner of Forvis Mazars in Qatar. The role ensures that the Managing Partner’s time, communications, and commitments are managed efficiently, enabling strategic focus on business growth, client relationships, and leadership responsibilities. The PA acts as a gatekeeper, organizer, and productivity multiplier, handling confidential matters with discretion and professionalism.

2. Key Responsibilities

2.1 Communication & Correspondence

· Manage the Managing Partner’s inbox, screening and prioritizing emails, and drafting professional replies for approval.

· Manage LinkedIn account: screen messages, prepare draft responses, and develop posts aligned with professional positioning and firm branding.

· Maintain communication logs and ensure timely follow-ups with internal and external stakeholders.

2.2 Calendar & Meeting Management

· Organize and maintain the Managing Partner’s calendar, ensuring no conflicts, appropriate buffer times, and effective time-blocking.

· Arrange and confirm internal and external meetings, circulate agendas, and ensure all materials are ready.

· Attend meetings with the Managing Partner, take accurate minutes, record decisions, and track action points.

2.3 Document & Report Verification

· Review and verify all documents and reports presented to the Managing Partner for accuracy, completeness, formatting, and alignment with firm standards.

· Prepare executive summaries of lengthy reports for decision-making.

· Highlight errors, risks, or key issues in documents before submission.

· Responsible for managing and safeguarding the Managing Partner’s digital signature, ensuring it is applied securely, appropriately, and only on documents reviewed and approved.

2.4 Travel & Logistics

· Manage Qatar Airways and Booking.com accounts for business and personal bookings.

· Arrange flights, hotels, ground transport, visas, and other travel requirements.

· Prepare detailed travel itineraries (flights, hotels, meetings, local contacts, emergency information).

· Anticipate potential issues (delays, cancellations) and provide contingency plans.

2.5 Task & Project Follow-Up

· Track all tasks delegated by the Managing Partner to team members, ensuring timely execution.

· Maintain a master follow-up tracker with deadlines, responsible persons, and status updates.

· Provide daily updates on pending tasks and weekly reports on overdue items.

2.6 Stakeholder & Relationship Management

· Maintain updated contact lists of clients, regulators, partners, and key stakeholders.

· Prepare briefing notes before important meetings, including background, context, and relationship history.

· Draft thank-you notes, follow-up communications, and maintain professional touchpoints (birthdays, milestones, key events).

2.7 Research & Insights

· Conduct quick research on clients, industries, competitors, and markets as needed.

· Summarize market updates, regulatory changes, or news relevant to the Managing Partner’s role.

· Support preparation for board meetings, conferences, and external speaking engagements.

2.8 Administrative & Personal Support

· Handle administrative tasks (expense reports, document filing, reservations) with accuracy.

· Support personal commitments, reservations, and scheduling discreetly.

· Ensure confidentiality in all professional and personal matters.

3. Deliverables

3.1 Daily Deliverables

· Morning briefing: day’s agenda, priorities, and urgent updates.

· Meeting preparation: agendas, briefing packs, logistics confirmed.

· End-of-day summary: completed tasks, pending items, risks/issues, and next-day agenda.

3.2 Weekly Deliverables

· Weekly priorities briefing every Sunday.

· End-of-week review and alignment with the Managing Partner.

· LinkedIn engagement and analytics report.

· Travel bookings and itinerary confirmations for upcoming weeks.

4. Key Competencies

· Proactivity: Anticipates needs, not just reacts.

· Organization: Strong planning and multi-tasking skills.

· Communication: Excellent written and verbal communication in English.

· Attention to Detail: Zero tolerance for avoidable errors.

· Confidentiality: Trusted with sensitive and confidential matters.

· Technology Skills: Proficient in MS Office, Outlook, Teams, LinkedIn, booking systems (Qatar Airways, Booking.com).