Executive Secretary - Legal

Mashreq; Dubai; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading company in Dubai is seeking a skilled Secretary to provide administrative support to the Group Head. The role involves managing schedules, coordinating meetings, and assisting with various administrative tasks. Ideal candidates will possess strong communication and interpersonal skills, and the ability to handle sensitive situations under pressure. This position offers an opportunity to contribute to the efficient operation of the office and support the legal team.

Qualifications

• High level of maturity and good communication skills required.
• Ability to manage stressful situations.
• Understanding of HR systems and procedures.

Responsibilities

• Provide secretarial support to Group Head and manage day-to-day affairs.
• Organize meetings and appointments for the Group Head.
• Assist with travel arrangements and onboarding of new joiners.

Skills

Communication

Interpersonal Skills

Stress Management

MS Office

Job description

Job Purpose

Provide secretarial support to Group Head and assist in the general management of day to day affairs of the GH’s office and efficiently carryout job assignments

Support the group on all general admin matters.

Key result Areas

• Maintain internal discipline of the office of the Group Head by properly organizing meetings, appointments, discussions, reminding the GH as appropriate, etc.

• Provide Group Head daily schedule of meetings, appointments, and other engagements. Establish regular follow up with the respective division heads and other Group Heads, as required.

• Asist in the travel arrangements, hotel bookings, stationary request placements, liaison with procurement/admin units, etc.

• Mediate between stakeholders including end users, admin & external vendors, with regard to all admin related matters.

• Responsible for coordinating and following up on all requests logged with Admin Helpdesk for various maintenance services and with Technology HelpDesk for user/access administration and purchase of hardware and with CAD for processing of all expense reimbursement/claims of staff.

• Handle all staff reimbursements/claims in compliance with policy.

• Assist with the onboarding of new joiners in Legal .

• Assist with organizing team events, off site meetings for Legal.

• Follows up on action points with the responsible and designated persons.

• Prepares the minutes of meetings related to Legal meetings.

• Keeps and maintains the Legal leaves and events tracker.

• Renders other responsibilities assigned by GH-Legal from time to time.

Knowledge, Skills and Experience

· High level of maturity and good communication skills are required to balance the needs and expectations of external stakeholders and employees.

· Strong interpersonal and communication skills. With good command over English.

· Ability to manage stressful situations caused by the sensitive nature of the position.

· Must be able to work under pressure with short/challenging situations.

· Understanding of HR systems and procedures, good computer skills (MS Office & Outlook)