Personal Secretary

Job Title: Personal Secretary to the Owner

Department: Executive Office / Administration

Reporting To: Owner

Employment Type: Full-Time

Location: UAE, with international travel as required

Job Summary

We are looking for a highly organised, trustworthy, and proactive Personal Secretary to provide dedicated administrative and personal support to the Owner. The candidate will be responsible for managing the Owner's daily schedule, appointments, travel arrangements, personal and official documentation, and coordinating various personal requirements.

The role requires the flexibility to accompany the Owner on domestic and international trips, ensuring all travel arrangements, documents, accommodation, and schedules are properly organised. The candidate will also be responsible for monitoring household staff, coordinating their daily activities, and ensuring the smooth management of household-related requirements.

Key Responsibilities 1. Executive & Personal Calendar Management

• Maintain and manage the Owner's daily, weekly, and monthly calendar.
• Schedule and coordinate personal and business appointments, meetings, and engagements.
• Send timely reminders and ensure the Owner is informed of upcoming commitments.
• Coordinate meeting schedules and manage last-minute changes or adjustments.
• Prioritise appointments and ensure there are no scheduling conflicts.

2. International Travel & Travel Documentation

• Accompany the Owner on domestic and international business and personal trips as required.
• Arrange flight bookings, hotel reservations, airport transfers, and local transportation.
• Maintain and organise the Owner's passport, visas, Emirates , travel insurance, and other essential travel documents.
• Monitor passport and visa expiry dates and coordinate timely renewals.
• Prepare travel itineraries, including flight details, hotel information, meeting schedules, and other travel arrangements.
• Ensure all required travel documents are available before departure.
• Coordinate with travel agencies, hotels, airlines, and other service providers.
• Handle last-minute travel changes and ensure smooth travel arrangements.

3. Personal Administration & Documentation

• Maintain confidential personal and official documents of the Owner.
• Organise important files, records, agreements, and correspondence.
• Handle personal appointments, reservations, and other administrative requirements.
• Manage incoming calls, emails, and communications as instructed.
• Follow up on assigned personal and administrative tasks and ensure timely completion.

4. Household Staff Coordination & Monitoring

• Monitor and coordinate the daily activities of household staff, including drivers, housekeepers, cleaners, cooks, and other domestic employees.
• Maintain attendance and leave records of household staff.
• Monitor staff punctuality, discipline, performance, and assigned responsibilities.
• Coordinate staff duty schedules, weekly offs, and leave arrangements.
• Ensure household staff follow the Owner's instructions and established work schedules.
• Report staff-related concerns, performance issues, and operational requirements to the Owner.
• Coordinate recruitment, replacement, and onboarding requirements for household staff when required.
• Ensure proper coordination between household staff and other service providers.

5. Household & Personal Requirements

• Coordinate maintenance, repairs, housekeeping, and other household-related services.
• Monitor household supplies and ensure essential requirements are available.
• Coordinate with external vendors, service providers, and maintenance teams.
• Follow up on household-related payments, bills, and other assigned expenses.
• Ensure the smooth day-to-day functioning of household operations.

6. Coordination & Follow-Up

• Act as the primary coordination point for the Owner's personal and administrative requirements.
• Follow up with internal departments, external parties, and service providers as instructed.
• Ensure assigned tasks are completed within the required timelines.
• Provide regular updates to the Owner regarding pending matters and important activities.
• Handle all personal and business information with the highest level of confidentiality.

Qualifications & Experience

• Bachelor's degree or diploma in Business Administration, Secretarial Studies, Hospitality Management, or a related field.
• Minimum 3–5 years of experience as a Personal Secretary, Executive Assistant, Private Secretary, or similar role.
• Previous experience supporting business owners, senior executives, or high-net-worth individuals is…