Job Description

We are seeking a highly organized and proactive Executive Secretary to provide comprehensive administrative support to our executive team. As an Executive Secretary, you will play a critical role in ensuring smooth operations and effective communication within the organization. Your exceptional organizational skills, attention to detail, and ability to handle confidential information will contribute to the overall success of our company. Responsibilities: Administrative Support: Provide high-level administrative support to the executive team, including managing calendars, scheduling meetings, coordinating travel arrangements, and preparing correspondence. Act as the primary point of contact between executives and internal/external stakeholders. Meeting Coordination: Plan, organize, and coordinate executive meetings, conferences, and events. Prepare meeting agendas, take minutes, and distribute them in a timely manner. Ensure meeting rooms are equipped with necessary materials and technology. Document Preparation: Draft, format, proofread, and edit documents, reports, presentations, and other correspondence as required by executives. Ensure accuracy, professionalism, and adherence to company standards. Communication Management: Handle incoming and outgoing communications on behalf of executives, including phone calls, emails, and mail. Prioritize and respond to inquiries promptly and professionally. Maintain a professional and courteous demeanor in all interactions. Information Management: Manage and maintain confidential information and documentation, including sensitive company and employee records. Ensure proper filing, organization, and retrieval of documents, both in physical and electronic formats. Relationship Building: Establish and maintain effective working relationships with internal and external stakeholders, including clients, partners, and vendors. Represent executives professionally and handle inquiries or requests appropriately. Travel Arrangements: Coordinate domestic and international travel arrangements for executives, including flights, accommodations, visas, transportation, and itineraries. Ensure travel plans align with schedules and preferences. Calendar Management: Manage executives\' calendars efficiently, scheduling appointments, meetings, and events while prioritizing conflicting demands. Anticipate and resolve scheduling conflicts, ensuring optimal use of executives\' time. Decision Support: Conduct research, collect data, and compile reports to support executives in decision-making processes. Provide relevant information and recommendations to assist with strategic planning and problem-solving. Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism. Maintain confidentiality in all matters related to executives, business operations, and company affairs. Qualifications: Proven Experience: Previous experience as an executive secretary, administrative assistant, or similar role supporting senior-level executives. Familiarity with corporate environments and executive support functions is preferred. Organization and Attention to Detail: Exceptional organizational skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced environment. Meticulous attention to detail, ensuring accuracy and completeness in all tasks. Communication Skills: Excellent written and verbal communication skills, with the ability to effectively interact with individuals at all levels of the organization. Strong interpersonal skills and the ability to maintain professionalism and confidentiality. Technology Proficiency: Proficient in using office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management systems. Familiarity with video conferencing and virtual collaboration tools is a plus. Problem-Solving Abilities: Resourceful and proactive in resolving issues, identifying opportunities for process improvements, and finding solutions independently. Ability to exercise sound judgment and make decisions in the best interest of the executives and the organization. Adaptability and Flexibility: Ability to adapt to changing priorities and work under pressure. Willingness to accommodate occasional after-hours or weekend work when necessary. Discretion and Integrity: Demonstrated ability to handle confidential and sensitive information with utmost discretion and integrity. Maintain a high level of professionalism and ethical standards. Professional Presence: Maintain a polished and professional appearance, adhering to the company\'s dress code and grooming standards. Possess a positive attitude, strong work ethic, and a service-oriented mindset. Join our dynamic team and contribute to the success of our organization by providing exceptional support to our executives. Apply today to become an integral part of our team as an Executive Secretary! Job Type: Full-time Salary: AED5,000.00 - AED7,000.00 per month Ability to commute/relocate:

• Dubai: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor\'s (Required)

Experience:

• 3 years (Required)

Language:

• arabic (Required)
• english (Required)

License/Certification:

• Driving licences (Required)

Willingness to travel:

• 25% (Required)