Executive Secretary

Position Overview

We are seeking a highly professional, organized, and discreet Executive Secretary to provide comprehensive administrative and executive support to Senior Management.

The successful candidate will act as a key point of coordination, ensuring the smooth management of the executive's schedule, meetings, correspondence, documentation, and day-to-day priorities.

This is a confidential position requiring a high level of integrity, professionalism, discretion, and the ability to handle sensitive business and executive information.

Key Responsibilities

Executive Support

• Provide comprehensive secretarial and administrative support to Senior Management.
• Manage and maintain the executive's calendar, appointments, meetings, and commitments.
• Coordinate internal and external meetings, including agendas, meeting rooms, attendees, and required materials.
• Prepare daily schedules and ensure effective time management.
• Coordinate travel arrangements, including flights, hotels, transportation, and itineraries.
• Screen and prioritize calls, emails, correspondence, and requests.
• Follow up on important actions and commitments on behalf of Senior Management.

Meeting & Communication Management

• Prepare meeting agendas, presentations, reports, minutes, and briefing materials.
• Attend meetings when required and accurately record minutes, decisions, and action points.
• Maintain an effective follow-up system to ensure agreed actions are completed within deadlines.
• Coordinate communication between Senior Management and internal departments, external stakeholders, clients, and business partners.
• Draft and proofread professional correspondence, letters, emails, and presentations.

Confidentiality & Information Management

• Handle highly confidential business, financial, employee, and management information with absolute discretion.
• Maintain secure and organized electronic and physical filing systems.
• Ensure sensitive documents and correspondence are appropriately protected.
• Exercise sound judgement when dealing with confidential or sensitive matters.
• Maintain strict confidentiality at all times.

Administrative Coordination

• Coordinate with different departments to obtain information, reports, and updates required by Senior Management.
• Prepare and consolidate management reports and presentations.
• Maintain trackers for key projects, decisions, and follow-up actions.
• Assist with special projects, business assignments, and management initiatives as required.
• Coordinate VIP visits, business meetings, events, and other executive engagements.
• Support Senior Management with ad-hoc administrative and organizational requirements.

Candidate Profile

• Bachelor's degree or relevant professional qualification preferred.
• 5–8+ years of experience as an Executive Secretary, Executive Assistant, Personal Assistant, or similar senior-level administrative role.
• Previous experience supporting C-level executives, Directors, General Managers, or Senior Management is highly preferred.
• UAE experience is preferred.
• Excellent written and verbal English communication skills.
• Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, Outlook, and Teams.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and work under pressure.
• Professional appearance, communication style, and interpersonal skills.
• Strong follow-up and coordination capabilities.
• High level of maturity, discretion, integrity, and confidentiality.
• Ability to work independently and exercise sound judgement.