Executive Assistant – Office & Tender Coordination

About the role

The Executive Assistant – Office & Tender Coordination will support senior management at 360 Solutions, an integrated engineering firm operating across the MENA region. The role combines high‑level administrative assistance with the coordination of tender processes, ensuring smooth office operations and timely submission of bid documents.

Key responsibilities

• Manage executives’ calendars, meetings, travel arrangements and correspondence.
• Organise daily office activities, maintain records and track management instructions, deadlines and action items.
• Prepare agendas, minutes, reports, expense records and follow‑up summaries for meetings.
• Monitor tender opportunities, maintain a tender tracking register and organise all related documents (specifications, BOQs, drawings, certificates).
• Coordinate with engineers, suppliers, consultants and internal teams to gather tender requirements and ensure compliance with deadlines, clarifications, site visits and guarantees.
• Support the preparation, review and submission of tender packages while maintaining professional communication with clients and stakeholders.
• Handle confidential information with discretion.

Required profile

• Diploma or bachelor’s degree in Business Administration, Management, Engineering or a related field.
• Previous experience in executive assistance, office administration or tender coordination.
• Strong organisational, communication and time‑management abilities.
• Attention to detail and capacity to manage multiple deadlines.
• Proactive, reliable and able to work independently as well as within a team.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Digital collaboration tools