Job Description

Only Female applicants will be considered

Job Title:

Secretary cum Personal Assistant (PA)

Reports To

: Chief Executive Officer

Job Purpose

To provide comprehensive administrative, secretarial, and personal support to senior management by managing schedules, communications, documentation, travel arrangements and coordination tasks, ensuring efficient daily operations while maintaining strict confidentiality and professionalism.

Key Duties and Responsibilities

1. Executive & Administrative Support

Manage the executive's daily calendar, appointments, meetings, and reminders to ensure optimal time management Coordinate domestic and international travel arrangements including flights, hotel bookings, visas, and itineraries Screen and prioritize incoming calls, emails, and correspondence, responding or redirecting as appropriate Draft, edit, format, and proofread correspondence, reports, presentations, and official documents Prepare briefing notes, reports, and background materials for meetings and business engagements Maintain accurate records of executive decisions, approvals, and follow-up actions

2. Secretarial & Documentation Management

Maintain organized physical and electronic filing systems for confidential and official documents Prepare, update, and manage contracts, agreements, letters, memos, and corporate records Ensure proper documentation control, version management, and archiving in line with company policies Handle document submissions, approvals, signatures, and distribution in a timely manner Assist in preparing board meeting documents, agendas, minutes, and resolutions

3. Meeting, Event & Coordination Support

Arrange and coordinate internal and external meetings, conferences, and business events Prepare meeting rooms, presentations, materials, and refreshments when required Record accurate minutes of meetings and ensure timely circulation and follow-up on action items Liaise with internal departments, clients, suppliers, government entities, and external partners Coordinate schedules between executives, departments, and external stakeholders

4. Personal Assistant Responsibilities

Act as a trusted liaison between the executive and internal/external parties Manage personal schedules, reminders, and priority tasks for the executive Assist with personal errands, travel arrangements, and confidential matters as assigned Anticipate executive needs and proactively resolve issues to ensure smooth workflow Maintain strict confidentiality of personal, financial, and business-related information

5. Office Administration & Support

Monitor office supplies, stationery, and equipment; coordinate procurement and vendors Assist in maintaining office systems, policies, and administrative procedures Support HR and finance departments with documentation, approvals, and coordination when required Track and follow up on invoices, expense claims, reimbursements, and petty cash related to executive activities Ensure compliance with company policies, labor regulations, and administrative standards

6. Compliance, Confidentiality & Professional Conduct

Handle sensitive company and executive information with discretion and integrity Ensure adherence to company policies, corporate governance standards, and confidentiality agreements Maintain professional conduct, appearance, and communication at all times Support audits, inspections, and regulatory requirements by providing accurate documentation

Qualifications & Experience

Bachelor's degree or diploma in Business Administration, Secretarial Studies, or related field Minimum 2

year'

s experience as a Secretary, Executive Secretary, or Personal Assistant Experience supporting senior management or C-level executives preferred

Skills & Competencies

Excellent organizational, multitasking, and time-management skills Strong written and verbal communication skills in English (Arabic is an advantage) High proficiency in MS Office (Word, Excel, PowerPoint, Outlook) Ability to prioritize tasks and work under pressure with minimal supervision Strong interpersonal skills and professional judgment High attention to detail and accuracy Discretion, integrity, and trustworthiness
Job Types: Full-time, Permanent

Education:

Bachelor's (Required)
Experience:

Secretary/Personal Assistant: 2 years (Required) Travel Arrangements for C-Suite: 2 years (Required)
Location:

* Dubai (Required)