Corporate Secretary

BIN GHALIB ENGINEERING ENTERPRISES; Sharjah; On-site; AED 67,000 - 112,000; Full time

Job summary

BIN GHALIB ENGINEERING ENTERPRISES is seeking an experienced executive assistant to provide high-level support to the CEO and senior leaders in Sharjah. You will coordinate travel, manage complex calendars, prepare presentations, and ensure timely follow-ups on action items across HR, Finance, and Sales functions.

The role requires Arabic fluency, a minimum of four years supporting C-suite executives, and a willingness to work on-site in Sharjah.

Qualifications

• Minimum 4 years of experience in assisting C-suite executives.
• Arabic-speaking candidates are essential.
• Must be willing to work in Sharjah.

Responsibilities

• Provide high-level administrative support and assistance to the Executive Director and leadership staff.
• Arrange travel and accommodations for executives.
• Schedule and attend meetings, take notes, and follow up on tasks with updates.
• Prepare and review presentations/charts as required.
• Coordinate appointments using Microsoft tools and maintain monthly schedules.
• Draft letters, memos, invoices, reports, and other documents for senior staff.
• Manage calendars for CEO and Corporate Directors.
• Monitor compliance and generate reports for CEO and Corporate Strategy Director.
• Handle CEO guests and maintain contact management for key contacts.
• Perform data analysis related to HR, Finance, Sales, etc.
• Update planners and task lists, report delays to leadership.
• Prepare MOM for management meetings and assign follow-ups.
• Perform basic bookkeeping and office tasks.
• Maintain confidentiality as required.

Skills

Executive support

Calendar management

Travel coordination

Minutes taking

Report preparation

Office administration

Data analysis

Microsoft Office

Tools

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Job description

• Provide high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.

• Arrange travel and accommodations for executives

• Schedule and attend meetings on behalf of executives, taking notes and recording minutes and following up on all important tasks with updates

• Preparing & reviewing presentations/ Charts as per requirements.

• Scheduling & updating appointments through proper coordination with all attendees and updating it in “Microsoft Tools” and Monthly schedule.

• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.

• Calendar management of CEO and Corporate Directors

• Overseeing compliance of organization procedures by all companies/staff and providing reports to CEO/ Corporate Strategy Director

• CEO guests appropriate handling and management

• Data analysis when required related to any function within HR, Finance, Sales etc

• Regular updates/monitoring of all tasks in planner as well as tasks lists/calendars for all staff across the group and reporting delays/updates to CEO/ Corporate Strategy Director

• Online/up-to-date contact management for all key contacts for the CEO on outlook contacts. Maintain all organisation charts of clients, end users and companies as and when asked

• Prepare MOM for all Management meetings, tasks list from MOM and forward to concerned & follow up.

• Perform office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.

• Performs additional duties as assigned by executives and maintaining all confidentiality/secrecy as per requirement.

Desired Candidate Profile

• Minimum 4 years of experience in assisting C-suite executives.

• Arabic-speaking candidates are essential.

• Must be willing to work in Sharjah.