Job Description

We are looking for a highly organized and proactive Secretary to support management in a commodity trading company based in a Dubai. The role requires excellent administrative, communication, and coordination skills, as well as experience working with international counterparties, documentation, and confidential information.

Key Responsibilities

Administrative & Executive Support

Provide full administrative and secretarial support to senior management Manage calendars, meetings, calls, and business travel arrangements Prepare meeting agendas, minutes, presentations, and reports Handle incoming and outgoing correspondence (email, letters, courier)
Documentation & Contracts

Prepare, format, and maintain business documents (contracts, addendums, NDAs, LOIs, invoices) Coordinate signing, notarization, legalization, and document exchange Maintain proper filing systems (digital and physical)
Trading & Operations Support

Assist in preparing commercial offers, confirmations, and deal-related documentation Coordinate with suppliers, buyers, brokers, banks, and logistics partners Track deadlines, payments, shipments, and document status
Compliance & Corporate Matters

Liaise with Free Zone Authority, banks, auditors, and service providers Support company compliance requirements (KYC, AML, corporate filings) Maintain corporate records, licenses, and permits
Office & Communication Management

Act as the first point of contact for clients and partners Manage office administration, supplies, and service providers Ensure confidentiality of sensitive business and financial information

Requirements

Skills & Competencies

Excellent organizational and multitasking skills Strong written and verbal communication skills Ability to work with multiple stakeholders High level of discretion and confidentiality Attention to detail and accuracy
Languages

English - fluent (mandatory) Russian - fluent (mandatory) Other languages - a plus
Technical Skills

Proficient in MS Office (Word, Excel, PowerPoint, Outlook) Familiarity with invoicing and basic accounting coordination is a plus
Job Type: Full-time

Pay: AED7,000.00 - AED9,000.00 per month