Job Description

Job Purpose
To provide comprehensive, high-level executive secretarial and administrative support to the Managing Director (MD). The role demands exceptional organizational skills, absolute discretion, and the ability to function effectively in a fast-paced, dynamic environment. The successful candidate will act as a key liaison between the MD's office and internal/external stakeholders, ensuring the smooth and efficient operation of all executive activities.
Key Responsibilities
Executive Support:

• Manage the MD's complex and dynamic calendar, including scheduling meetings, appointments, and travel arrangements (both domestic and international), often across different time zones.
• Act as the primary point of contact between the MD and internal staff, clients, and business partners.
• Prepare and edit correspondence, communications, presentations, reports, and other documents on behalf of the MD.
• Screen and prioritize incoming calls, emails, and mail; redirecting matters as appropriate and handling routine inquiries.
• Organize and prepare for meetings, including gathering documents, arranging catering, and setting up conference calls/video conferences.
• Attend meetings, take detailed minutes, and follow up on action items to ensure completion.

Administrative & Office Management:

• Maintain a highly organized filing system for the MD's office, both electronic and physical, ensuring confidentiality and easy retrieval of information.
• Process and prepare expense reports, invoices, and other financial documents for the MD's office.
• Handle confidential information with the utmost integrity and discretion.
• Coordinate complex travel itineraries, including flights, visas, accommodation, and ground transportation.

Liaison & Communication:

• Represent the MD and the company in a professional and courteous manner.
• Facilitate smooth communication within the executive team and across departments.
• Build and maintain strong relationships with key clients, vendors, and guests.

Special Projects:

• Conduct research and compile data to prepare documents for review and presentation by the MD.
• Provide support on ad-hoc projects and initiatives as directed by the MD.

Qualifications & Experience

• Essential: Minimum of 5 years of proven experience as an Executive Secretary, Personal Assistant, or similar role, specifically within the UAE.
• Mandatory: In-depth knowledge of UAE business practices, culture, and protocol.
• Education: Bachelor's degree in Business Administration, Secretarial Studies, or a relevant field is preferred.
• Technical Skills:
• Mastery of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proficiency in office management systems and procedures.
• Excellent typing and note-taking skills.
• Language Skills: Fluency in English is essential. Proficiency in Arabic is a significant advantage.

Competencies & Personal Attributes

• Utmost Discretion & Confidentiality: Demonstrated ability to handle sensitive information with integrity.
• Exceptional Communication: Superior verbal and written communication skills.
• Proactive & Anticipatory: Ability to anticipate needs and think several steps ahead.
• Strong Organizational Skills: Expert-level ability to multitask, prioritize, and manage time effectively in a high-pressure environment.
• Professional Demeanor: Impeccable presentation and interpersonal skills.
• Resilience & Flexibility: Ability to work flexible hours when required and adapt to changing priorities.
• Problem-Solving: A solutions-oriented mindset with strong decision-making capabilities.

Skills Required