Executive Secretary to the Managing Director

Job Purpose

We are seeking a highly organized, proactive, and discreet Executive Secretary to provide comprehensive, high-level administrative support to our Managing Director. The ideal candidate will act as the primary point of contact for internal and external stakeholders, managing day-to-day operations seamlessly to maximize the Managing Director’s efficiency.

Location: Dubai, UAE

Key Responsibilities

• Calendar & Schedule Management: Coordinate and maintain the Managing Director’s complex calendar, schedule appointments, and resolve scheduling conflicts proactively.
• Communication Gatekeeper: Screen and handle incoming calls, emails, and correspondence; draft professional responses, memos, and corporate communications on behalf of the MD.
• Meeting Coordination: Organize executive meetings, prepare agendas, take accurate minutes, and follow up on action items across various departments.
• Travel Arrangements: Manage comprehensive domestic and international travel itineraries, including flights, accommodation, visas, and expense reporting.
• Documentation & Reporting: Maintain a secure, centralized digital and physical filing system for confidential corporate documents. Assist in compiling data and preparing performance reports or presentations.
• Visitor Liaison: Welcome high-profile clients, business partners, and guests, ensuring a professional and welcoming representation of the executive office.

Qualifications & Requirements

• Experience: Minimum of 5-10 years of experience as an Executive Secretary, Personal Assistant, or Senior Administrator directly supporting C-level executives (MD, CEO, or Chairman).
• Education: Bachelor’s degree in Business Administration, Secretarial Studies, or a related field.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Communication: Exceptional verbal and written English communication skills. (Knowledge of additional languages is a plus).
• Core Competencies: Strong multi-tasking abilities, sharp attention to detail, strict adherence to confidentiality, and excellent problem-solving skills under tight deadlines

Work Location: In person