Job Description

JOB OVERVIEW

We are looking for a detail-oriented and efficient

Executive Secretary

to join our dynamic advertising team. The ideal candidate will have a strong understanding of how an advertising agency operates, particularly regarding the movement of jobs from account management to production.

You will serve as the administrative backbone of the office, ensuring that all commercial documentation (Quotes, Invoices, Delivery Notes) is processed accurately and that communication between the office, the studio, and the production floor runs smoothly.

KEY RESPONSIBILITIES

1. Documentation & Commercial Processing:

Prepare and issue official business documents including

Quotations, Delivery Notes (DN), and Tax Invoices

with high accuracy. Draft and manage supportive documentation regarding

transport and logistics

, ensuring shipment papers are ready for the dispatch of advertising materials. Maintain an organized digital and physical filing system for all commercial records.

2. Communication & Coordination:

Call Management:

Answer incoming calls professionally, maintain a detailed log of inquiries, and redirect messages to the relevant staff members.

Internal Liaison:

Act as a coordinator between the administration/sales team and the

Production and Studio departments

to ensure job orders are clear and timelines are met. Respond to email inquiries in a timely and professional manner.

3. General Administration:

Assist with daily office operations and provide administrative support to management. Schedule appointments and manage the calendar when required.

REQUIREMENTS

Experience:

Previous experience in an Administrative or Secretarial role.

Knowledge of the Advertising, Printing, or Media production industry is highly required.

Technical Skills:

Advanced proficiency in

Microsoft Office

(specifically Excel for quotations/invoices, Word for correspondence, and Outlook for emails).

Language:

Excellent command of

English

(Spoken and Written) is mandatory.

Soft Skills:

Strong organizational skills, ability to multitask, and a professional telephone etiquette.

PREFERENCES

Nationality:

Open to all nationalities; however, candidates from

the Philippines or Nepal

are preferred.

Language:

Understanding of

Arabic

is a distinct advantage (but not mandatory).

Gender:

Male or Female candidates are welcome to apply.
Job Type: Full-time

Pay: AED2,000.00 - AED3,000.00 per month