Executive Secretary to Chairman

Job Title: Executive Secretary to the Chairman
Location: Dubai, UAE
Employment Type: Full-time

About the Role:
We are seeking a highly professional and discreet Executive Secretary to provide comprehensive executive and administrative support to the Chairman. This role requires exceptional organizational, communication, and decision-making abilities. The ideal candidate will act as the face of the Chairman’s Office, representing him in internal and external matters, and exercising sound judgment to make decisions and manage tasks on his behalf when required.

Key Responsibilities:

• 1. Executive Support & Calendar Management
• Manage and optimize the Chairman’s calendar, appointments, and travel schedule.

2. Time Management & Prioritization

• Ensure the Chairman’s time is effectively utilized through strategic prioritization.
• Manage competing demands with accuracy, discretion, and urgency.

3. Project and Task Support

• Coordinate and monitor key projects and initiatives under the Chairman’s direction.
• Prepare project updates, briefs, and progress reports as required.

4. Meeting Coordination

• Organize and prepare for meetings, including agendas, materials, and minutes.
• Follow up on action items and ensure timely completion by concerned departments.

5. Administrative & Executive Decision Support

• Handle correspondence, communications, and confidential documentation.
• Serve as the primary liaison between the Chairman’s office and internal departments.
• Take initiative to make informed decisions and resolve issues in the Chairman’s absence, ensuring business continuity.

6. Information Management & Confidentiality

• Maintain strict confidentiality of sensitive business and personal information.
• Organize and manage both digital and physical files in a secure manner.

7. Communication and Correspondence

• Draft and review executive correspondence, reports, and presentations.
• Communicate professionally with high-level stakeholders and partners.

8. Operational Reports & Travel Expense Management

• Prepare executive reports, summaries, and dashboards as required.
• Manage travel arrangements, itineraries, and expense reimbursements efficiently.
• Anticipate priorities, plan, and proactively resolve scheduling conflicts.
• Represent the Chairman professionally in all internal and external engagements.

Qualifications & Skills:

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum of 5 years’ experience as an Executive Secretary to senior leadership (Chairman, CEO, or Board-level).
• Strong decision-making capability and ability to act with authority when delegated.
• Excellent organizational, interpersonal, and communication skills.
• High level of discretion, integrity, and professionalism.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Fluency in English (Arabic is an advantage).

What We Offer:

• Competitive salary package (based on experience).
• Medical insurance and annual leave benefits in line with the UAE Labour Law.
• Yearly Ticket
• Yearly Bonus depends on the performance