Executive Assistant

Commercial Ilerda D'Automocio; United Arab Emirates; On-site; AED 89,000 - 156,000; Full time

Job summary

Commercial Ilerda D'Automocio is seeking an Executive Secretary in the United Arab Emirates to support the CEO and executive administration. The role emphasizes calendar management, travel coordination, confidential information handling, and clear communication with internal and external stakeholders.

The ideal candidate will have a Bachelor's degree, strong organizational skills, proficiency with Microsoft Office and email systems, and fluency in English and Arabic.

Qualifications

• Bachelor's degree required.
• Proficient in Microsoft Office Suite and email systems.
• Excellent organizational and time-management skills.
• Strong verbal and written communication in English and Arabic.

Responsibilities

• Calendar management and travel arrangements for the executive.
• Serve as communication liaison with internal and external stakeholders.
• Prepare agendas, materials, and minutes for meetings; follow up on actions.
• Coordinate complex travel itineraries and prepare travel expense reports.
• Handle confidential information with discretion and professionalism.
• Draft, edit and proofread correspondence and presentations; manage documents.
• Prioritize tasks, delegate where appropriate, and support the Chairman.
• Coordinate office operations and communicate vehicle-related matters to HR when necessary.
• Execute tasks assigned by the Chairman.

Skills

Organizational skills

Time management

Bilingual English/Arabic communication

Executive support

Education

Bachelor's degree

Tools

Microsoft Office Suite

Email systems

Job description

In this role, you will collaborate closely with one of our esteemed clients—a globally recognized leader in their industry, distinguished by their commitment to excellence, innovation, and delivering exceptional value. As a trusted IT consulting partner, Dautom is supporting their strategic initiatives by connecting them with exceptional talent to drive business growth and transformation.

About the Role :

Designation : Secretary

Department : Executive Administration

Reports : Chief Executive Officer

JOB PURPOSE: :

The Secretary will play a critical role in facilitating effective communication, managing schedules, and handling confidential information and will contribute to the overall efficiency and success of the executive office.

JOB RESPONSIBILITIES:

1. Calendar Management:

Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements.

Ensure optimal use of the executive's time and prioritize commitments based on importance and urgency.

2. Communication Liaison:

Act as the primary point of contact between the executive and internal/external stakeholders.

Screen and respond to phone calls, emails, and other forms of communication on behalf of the executive.

3.Meeting Preparation and Follow-Up:

Prepare agendas, materials, and documentation for executive meetings.

Attend meetings, take minutes, and provide follow-up actions to relevant parties.

4. Travel Coordination:

Arrange complex travel itineraries, including flights, accommodations, and ground transportation. Prepare travel expense reports and ensure compliance with company policies.

5. Confidential Information Handling:

Handle sensitive and confidential information with discretion and professionalism.

Maintain confidentiality on matters related to executive decisions and company strategy.

6. Document Management:

Draft, edit, and proofread correspondence, reports, and presentations.

Organize and maintain electronic and hard copy files.

7. Task Prioritization and Delegation:

Assist the executive in prioritizing tasks and managing workload.

Delegate tasks to appropriate staff members and follow up to ensure completion.

8. Office Coordination:

Collaborate with other administrative staff to ensure seamless office operations.

Order office supplies and manage inventory as needed.

Communicate to company drivers about vehicle fines/ renewal etc and ensure the charges to employees are communicated to HR Department if to be deducted from employee salaries accordingly.

9. Execute tasks assigned by the Chairman.

The above-mentioned description is not an exhaustive list and may be updated as per requirement. All tasks must be carried out by the individual assigned for the above role and as directed by your line manager.

QUALIFICATIONS:

• Bachelors degree Proven experience as an secretary or in a similar executive support role.
• Proficient in office software (Microsoft Office Suite, email systems, etc.).
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills in English and Arabic.

PREFERRED SKILLS:

• Experience in coordinating executive-level meetings and events.
• Familiarity with project management tools.
• Ability to handle multiple tasks and deadlines in a fast-paced environment.