Executive Secretary
Dubai, United Arab Emirates
Job Description
The Executive Secretary provides exceptional level business and administrative support, advice, and guidance to the CEO and works closely with Department heads and other HR Senior leaders to enhance their effectiveness and enable them to focus on strategic business matters. This role requires a consummate professional, able to work on their own initiative, with exceptionally high standards of professionalism, EQ, and confidentiality. Key Accountabilities: General
- Assist primarily the CEO with organisational and personal administration on a daily basis.
- Provide administrative support to the CEO and wider HR department as needed, in the completion of departmental work plans, responding to queries, issuing memos, and following up on behalf of the CEO.
- Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
- Maintain an excellent PR network with consulates, government departments, external vendors, and important business contacts.
- Assist other Senior Management members and senior staff as delegated by the CEO.
- Prioritise emails, preparing letters and reports, communicating clearly, confidently, and in a professional manner at all levels both internally and externally, and ensuring all correspondence and relevant materials are produced in a timely and accurate manner.
- Communicate and handle incoming and outgoing communications on behalf of the CEO.
- Greet visitors graciously and in a professional manner, and create a good personal image through a neat, clean, business-like professional appearance, and a positive, cheerful attitude.
- Understand the importance of key meetings, building flexibility into the diary and anticipating needs, arranging meetings, and preparing briefing materials for the CEO as and when required for such meetings.
- Work with the CEO to manage his calendar and schedule (board meetings, conferences, regional office visits) including coordinating the CEO\xe2\x80\x99s global and domestic travel itineraries.
- Ensures that key dates and events are highlighted to the CEO ahead of time.
- Conduct research/analysis as directed by the CEO and producing reports as and when required.
- Work closely with the CEO and senior management through regular correspondence and following up on action points from meetings on behalf of the CEO, liaising with senior internal and external parties
- Protection and security of records and ensuring filing systems are maintained and up to date.
- Maintain records of decisions and ensuring action items are clearly recorded.
- Organise documents for signatures related to relevant projects.
- Keep accurate records and files at all times and as appropriate.
- Update and maintain a database of executive key contacts.
- Handle sensitive information and material with the highest level of discretion and confidentiality and maintaining data confidentially.
- Organise external visits, meetings, and speaking engagements and coordinate briefing material and speeches.
- Organise the logistics of board meetings and other key internal meetings.
- Organise travel, apply for any necessary visas, coordinate the logistics and put together accurate itineraries and coordinate meetings, lunches/dinners during CEO\xe2\x80\x99s overseas trips.
- Organise and arrange venues for all other meetings requested by the CEO.
- Assist with special projects and reports as required.
- CEO\xe2\x80\x99s guests \xe2\x80\x93 arranging necessary logistics
- Flexibility \xe2\x80\x93 fulfill the requirements of the role and meet business needs.
- Ensure the GEMS policies, procedures, and codes of conduct are followed at all times.
- Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.
- Relevant secretarial training and qualifications, you will have proven experience as an all-round executive level PA, with prior experience working for a CEO or CEO preferred but not essential
- Very good knowledge on MS office (Word, Excel and Power point )
- Exceptional presentation, scheduling and communication skills
- Digitally savvy and adept at using social media
- Exceptional standards of confidentiality, able to handle sensitive matters with tact and discretion. Able to work effectively and professionally with Executive level colleagues and VIPs
- Open and collaborative working style; must be comfortable in an environment where ideas are shared and challenged.
- Work-self sufficiently, confident to challenge and advise to Executive level as needed
- Passionate and enthusiastic
- Dubai: Reliably commute or planning to relocate before starting work (Required)
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Job Detail
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Job IdJD1498043
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationDubai, United Arab Emirates
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EducationNot mentioned