Job Title: Assistant to Asst. General Manager – Commercial Proposals & Events Execution (Temporary)
Company Overview:
Futad is a Qatar-based innovative multimedia platform that specializes in creating cutting-edge technological experiences. We offer various innovative products, ranging from interactive kiosks to VR experiences. We are looking for a dynamic and highly organized Assistant to Asst. General Manager – Commercial Proposals & Events Execution to join our team in Qatar.
Job Purpose:
We are seeking a dynamic and organized Assistant to support our Project Manager in managing commercial proposals, concept development, and execution for high-profile projects. The ideal candidate will work closely with the Project Manager to support key initiatives, including but not limited to:

• Formula 1 Activations
• Arte Museum Doha
• Microsoft AI Conference
• Google Cloud Conference
• QSTP AI Week

Key Responsibilities:

• Assist in preparing commercial proposals and presentations that are not only visually compelling but also structured to effectively communicate project objectives, timelines, and deliverables.
• Coordinate with external vendors, event venues, and internal teams to ensure all event requirements are addressed, executed efficiently, and aligned with the project’s goals and budget.
• Manage the scheduling, appointments, and travel arrangements for the Project Manager, ensuring smooth operations across multiple projects and minimizing scheduling conflicts.
• Oversee project timelines and deadlines by proactively following up with team members, stakeholders, and vendors, ensuring all deliverables are met promptly and efficiently.
• Prepare comprehensive project documentation, including briefs, progress reports, and post-event analyses, ensuring accuracy and clear communication throughout all stages of the project.

Required Skills & Experience:

• Female, proficiency in both Arabic and French is essential for effective communication with diverse clients, stakeholders, and team members.
• Prior experience in event management or a related field is highly desirable. However, candidates with a passion for the industry and less experience are also encouraged to apply.
• Ability to manage multiple tasks simultaneously, ensuring high-quality delivery while maintaining attention to detail in all aspects of the project.
• Must be able to prioritize tasks effectively, manage competing deadlines, and adapt to flexible working hours in line with industry standards.
• Strong written and verbal communication skills, with the ability to engage with clients and colleagues in a professional and clear manner.
• A proactive approach to identifying challenges and offering practical solutions, especially in fast-paced or high-pressure environments.
• Ability to work effectively in a team environment, collaborating with different departments and stakeholders to ensure seamless execution of events.
• Familiarity with event management tools, software (e.g., Microsoft Office, project management platforms), and digital communication tools to streamline processes and improve productivity.

Preferred Qualifications:

• Bachelor’s Degree: A degree in a relevant field such as Marketing, Event Management, Hospitality, Project Management, Communications.
• Master’s Degree (optional): A master's degree in a related field can be an added advantage, especially for candidates aspiring to move into senior roles within the organization.

Job Details:

• Duration: 3-month temporary contract, with the potential for a permanent position based on performance.
• Benefits: Vehicle, laptop, and network SIM provided.
• Work Hours: Flexible, aligned with the needs of the events industry

KPIs for Assistant to Asst. General Manager – Commercial Proposals & Events Execution:
1. Project Support & Coordination:
Timeliness of Task Completion: Percentage of tasks completed on or before deadlines (target: 95%).
Project Document Accuracy: Number of revisions needed due to inaccuracies or missing information (target: minimal revisions).
Event Support Responsiveness: Average response time to event-related queries and tasks assigned by the Project Manager.
2. Proposal & Presentation Assistance:
Proposal Quality Score: Feedback from the Project Manager on the quality and completeness of proposals and presentations (rated on a scale of 1-10).
Presentation Readiness: Timeliness in preparing materials ahead of internal reviews or client meetings (target: 100% on-time readiness).
Creativity in Proposal Development: Instances of unique input or value-added suggestions for improving proposal presentations (tracked qualitatively).
3. Communication & Coordination with Vendors and Stakeholders:
Vendor and Stakeholder Communication Effectiveness: Feedback from vendors and stakeholders on communication clarity and effectiveness (measured by feedback surveys or direct ratings).
Issue Resolution Time: Average time taken to resolve coordination issues or answer queries (target: resolved within 24 hours).
Documentation and Follow-up Accuracy: Percentage of meetings with accurate, well-organized notes and action items circulated promptly (target: 95%).
4. Time & Task Management:
Task Prioritization Efficiency: Ability to prioritize tasks effectively during high-demand periods, measured by Project Manager’s feedback.
Attendance & Flexibility Compliance: Consistency in adapting to flexible work hours as required for events (target: 100% compliance).
Self-Directed Task Completion Rate: Number of tasks completed without the need for reminders or additional supervision.
5. Quality of Reporting & Documentation:
Accuracy of Event Reporting: Number of errors or missing information in event reports and follow-up analyses.
Timeliness of Documentation: Time taken to submit project briefs, progress reports, and post-event analyses post-event (target: within 48 hours after the event).
Stakeholder Satisfaction with Reports: Feedback from the Project Manager or stakeholders on the clarity, accuracy, and usefulness of reports provided.
6. Performance Review Indicators for Potential Permanent Hire:
Overall Manager Satisfaction: Project Manager’s feedback rating on overall performance, adaptability, and teamwork (target: 8/10 or higher).
Learning and Adaptability: Demonstrated improvement and ability to adapt to new tasks, feedback, and changing environments throughout the 3-month period.
Initiative and Proactivity: Instances where the assistant demonstrated proactive problem-solving or took the initiative to add value to projects beyond assigned tasks.
Growth Opportunity:
1) Project Manager
Project Manager is responsible for overseeing the planning, execution, and completion of specific projects. In this role, the person manages resources, timelines, client expectations, and project budgets. The Project Manager ensures that all elements of a project come together to meet predefined goals and deadlines.
2) Senior Project Coordinator
Senior Project Coordinator plays a crucial role in supporting the Project Manager, coordinating all project activities, ensuring that tasks are completed on time, and facilitating communication between various teams. This role involves more responsibility and autonomy than a regular coordinator, often overseeing multiple smaller projects simultaneously.
3) Event Manager
The Event Manager is responsible for planning, coordinating, and executing events, ensuring everything runs smoothly on the day of the event. This includes managing logistics, venues, vendors, and the event schedule, along with working closely with clients to ensure their needs and expectations are met.
4) Senior Marketing and Events Executive
The Senior Marketing and Events Executive combines both marketing and event management expertise to execute large-scale events and campaigns. This role focuses on delivering high-quality events while driving marketing strategies to increase visibility and attendance at events.
For further inquiries please contact us via Whats App: 30684244
Job Type: Full-time
Pay: QAR4,500.00 - QAR6,500.00 per month
Language:

• arabic (Preferred)
• english (Required)

License/Certification:

• driving license (Required)

Application Deadline: 15/11/2024