Executive Secretary

Position OverviewWe 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 ResponsibilitiesExecutive SupportProvide 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 ManagementPrepare 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 ManagementHandle 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 CoordinationCoordinate 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 ProfileBachelor'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.