Executive Assistant

Identiscents; Sharjah; On-site; AED 60,000 - 120,000; Full time

Job summary

Identiscents, a leading company in packaging solutions and fine fragrances, is seeking a detail-oriented Executive Secretary. This role involves providing comprehensive administrative support to the executive team, managing communications, and ensuring smooth operations. The ideal candidate will have strong organizational skills, a professional demeanor, and the ability to handle sensitive information with discretion.

Qualifications

• Minimum of 5 years supporting senior executives or leadership teams.
• Experience in executive support or high-level office management.
• Fluent in English; French and Arabic are an advantage.

Responsibilities

• Manage and prioritize incoming communications.
• Oversee executive calendars and coordinate meetings.
• Handle confidential documents and communications.

Skills

Organizational skills

Attention to detail

Proficiency in Microsoft Office Suite

Service-oriented mindset

Independent work capability

Education

Bachelor's degree in Business Administration

Bachelor's degree in Communications

Job description

At Identiscents, a well-established French-founded business, we focus on sourcing, distributing, and customizing packaging solutions and fine fragrances for the perfumery, beauty, personal care, and home care industries. With almost three decades of experience, we have delivered more than 1,000 global brands. Our team of experts, dedication to fostering strong partnerships with suppliers allows us to stay flexible, sustainable, and responsive to the changing market landscape.

Serving major brands in the GCC, the company has an extensive network of clients across GCC countries, Asia, and Europe, and continues to grow its presence globally.

Role Overview

We are seeking a detail-oriented and proactive Executive Secretary to provide comprehensive administrative support to the executive team. The Executive Secretary will be responsible for managing daily operations, handling sensitive matters with discretion, and ensuring smooth communication across departments. This role is essential in optimizing executive efficiency, maintaining operational flow, and ensuring accurate documentation.

The ideal candidate will demonstrate strong organizational skills, a high level of professionalism, and the ability to manage multiple tasks while maintaining confidentiality.

Key Responsibilities

• Executive Support & Communication Management:
• Manage and prioritize incoming communications, including phone calls, emails, and postal correspondence, ensuring timely and professional responses.
• Serve as a key liaison between the executive and internal/external stakeholders to facilitate effective coordination and follow-ups.
• Oversee both professional and personal matters related to the executives agenda, ensuring a well-organized and seamless support experience.
• Maintain and organize executive calendars, coordinate meetings, and ensure alignment of schedules and priorities.
• Balance multiple priorities and tasks with proactive problem-solving and a positive, solution-oriented approach.
• Prepare required documentation and materials ahead of meetings, appointments, and presentations.
• Maintain an organized digital and physical filing system, ensuring secure, accurate, and accessible documentation.
• Handle confidential documents and communications with a high level of professionalism and discretion.
• Participate in meetings, take detailed minutes, track action items, and ensure timely follow-up and reporting.
• Support executive functions by managing supplies inventory, monitoring related budgets, and facilitating smooth office operations.
• Gather and analyze relevant data, prepare reports, presentations, and support documentation as required.

Qualifications & Experience

• Mandatory Expertise:
• Demonstrated experience in executive support, administrative coordination, or high-level office management, preferably within fast-paced corporate environments.
• Minimum of 5 years supporting senior executives or leadership teams in an Executive Assistant or comparable administrative role.
• Proven ability to manage sensitive information, complex schedules, and competing priorities with professionalism.
• Bachelors degree in Business Administration, Communications, or a related field is preferred.
• Fluent in English, French an Arabic are an advantage

• Skills & Knowledge:
• Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• service-oriented mindset.
• Capable of working independently while maintaining collaborative team dynamics.
• Familiarity with project management tools or software.
• Exposure to legal, financial, or compliance-related administrative work.

Join a Team That Values You, Energizes You, and Grows with You!