Executive Assistant

Job description

Job Title:

Secretary to the General Manager (Executive Secretary);
Executive Assistant / Personal Assistant to General Manager (EA/PA to GM)

• Company: REAP HR & Recruitment Consultancy
• Job Type: Full-Time
• Experience: 2–4 Years
• Department: General Manager's Office
• Reporting To: General Manager
• Location: Al Ain, Abu Dhabi
• Salary: To Be Discussed During Intervie_w

Job Summary

REAP HR & Recruitment Consultancy is seeking a highly organized, professional, and experienced Secretary to the General Manager (Executive Secretary) for one of our Automotive industry client based in Al Ain.

The successful candidate will provide comprehensive administrative and executive support to the General Manager, ensuring the efficient daily operation of the executive office.

The role requires excellent organizational abilities, strong Arabic and English communication skills, professional correspondence management, and the ability to coordinate executive schedules, meetings, business travel, and confidential documentation.

The ideal candidate must demonstrate professionalism, discretion, attention to detail, and the ability to work independently in a demanding executive environment.

Key

Duties & Responsibilities:

A. Executive Calendar & Schedule Management

• Manage the General Manager's daily calendar, appointments, meetings, conferences, and official visits.
• Coordinate schedules with internal departments, senior executives, and external stakeholders.
• Prioritize appointments and ensure effective time management.
• Arrange and confirm executive meetings and important engagements.

B. Meetings & Administrative Coordination

• Organize internal and external meetings for the General Manager.
• Prepare meeting agendas, documents, presentations, and meeting rooms.
• Record accurate meeting minutes and maintain action-item records.
• Follow up with departments regarding management decisions and assigned tasks.
• Ensure timely communication and coordination between the General Manager's office and other departments.

C. Executive Correspondence & Communication

• Manage incoming and outgoing emails, telephone calls, messages, and official correspondence.
• Draft and proofread professional letters, reports, and administrative documents in Arabic and English.
• Communicate professionally with senior management, employees, clients, and external stakeholders.
• Handle sensitive communications with discretion and confidentiality.

D. Documentation & Records Management

• Maintain organized physical and electronic filing systems.
• Ensure proper documentation, record security, and confidentiality.
• Track assignments, management instructions, and departmental follow-ups.
• Ensure important documents and records are readily accessible when required.

E. Business Travel & Hospitality Coordination

• Arrange domestic and international business travel for the General Manager.
• Coordinate flight bookings, hotel reservations, visa applications, and travel itineraries.
• Welcome executive guests and coordinate official visits.
• Arrange appropriate hospitality and meeting logistics.

Requirements Candidate Requirements & Qualifications Mandatory Requirements

• Bachelor's Degree in Business Administration, Executive Secretarial Studies, or a related administrative discipline.
• Minimum 2–4 years of relevant experience in executive secretarial work or office administration.
• Excellent written and spoken Arabic and English
  .
• Strong proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Excellent business email management and formal correspondence skills.
• Strong ability to prepare official letters, reports, meeting minutes, and administrative documentation.
• Excellent organizational, multitasking, and time-management skills.
• Ability to manage confidential information professionally.
• Strong…