Executive Secretary

Responsibilities

• Provide high‑level administrative and executive support to senior leadership to ensure smooth daily operations
• Manage calendars, meetings, travel, events and business reviews
• Prepare and distribute professional correspondence, reports, presentations and documents
• Draft Arabic and English communications including official letters to government and regulatory bodies
• Act as a liaison between leadership, internal teams, external stakeholders, vendors and government entities
• Track action items, approvals and deadlines to ensure timely completion
• Maintain organized filing systems with strict document control and confidentiality
• Coordinate cross‑department communication to support business objectives
• Screen and prioritize inquiries escalating as needed
• Support reporting dashboards and analysis using Microsoft Office tools
• Manage vendor communications and follow‑ups
• Ensure proper document distribution and record management
• Handle sensitive information with discretion and professionalism
• Support special projects and administrative initiatives
• Improve administrative processes and workflows
• Maintain relationships with government authorities and support compliance documentation
• Coordinate logistics for meetings, events and executive visits
• Ensure adherence to company policies and administrative standards

• Bachelor’s Degree in Business Administration, Management, or a related field; professional certifications in Project Management, Office Administration, or related disciplines are an advantage
• Minimum 10 years of experience in Executive Administration, Office Management, Executive Assistant, or similar senior support roles
• Proven experience liaising with UAE government entities, authorities and regulatory bodies
• Experience with in FMCG, manufacturing, water or related industries is preferred
• Strong knowledge of UAE government procedures, documentation and approval processes
• Excellent written and verbal communication skills in Arabic and English
• Advanced proficiency in Microsoft Office applications, particularly Excel, PowerPoint, Word and Outlook
• Strong skills in report preparation, presentation development, document management and drafting professional correspondence
• Ability to handle confidential information with discretion and professionalism
• Highly organized with exceptional multitasking, prioritization and time management skills
• Strong stakeholder management, coordination and follow‑up capabilities
• Proactive, resourceful, detail‑oriented and solution‑focused with the ability to work in a fast‑paced environment
• Excellent interpersonal and relationship‑building skills with a collaborative, customer‑focused mindset
• Adaptable and capable of managing changing priorities while consistently meeting deadlines
• Demonstrates integrity, accountability and a high level of professionalism