Executive Assistant / Personal Assistant

Client of Reap HR; Abu Dhabi; On-site; AED 167,000 - 257,000; Full time

Job summary

REAP HR & Recruitment Consultancy is seeking a highly organized Executive Secretary to support the General Manager in Al Ain. The role requires coordinating calendars, meetings, travel, and confidential documents, with fluent Arabic and English communication.

You will draft formal correspondence, manage emails, and ensure timely follow-up with internal teams and external stakeholders. The ideal candidate has a Bachelor's degree and 2–4 years of experience in executive secretarial work.

Qualifications

• Excellent written and spoken Arabic and English.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Ability to draft official letters, reports, and administrative documents.

Responsibilities

• Manage General Manager's calendar, appointments, and meetings.
• Coordinate internal/external meetings and travel arrangements.
• Prepare meeting agendas, minutes, and follow-ups.
• Handle executive correspondence in Arabic and English with confidentiality.

Skills

Arabic

English

Microsoft Office

Education

Bachelor's Degree

Executive Secretarial Studies

Tools

Microsoft Office

Job description

Job Title: Secretary to the General Manager (Executive Secretary)Executive Assistant / Personal Assistant to General Manager (EA/PA to GM) Company: REAP HR & Recruitment Consultancy Job Type: Full-Time Experience: 2 4 Years Department: General Manager's Office Reporting To: General Manager Location: Al Ain, Abu Dhabi Salary: To Be Discussed During Interview Job Summary REAP HR & Recruitment Consultancy is seeking a highly organized, professional, and experienced Secretary to the General Manager (Executive Secretary) for one of our Automotive industry client based in Al Ain. The successful candidate will provide comprehensive administrative and executive support to the General Manager, ensuring the efficient daily operation of the executive office. The role requires excellent organizational abilities, strong Arabic and English communication skills, professional correspondence management, and the ability to coordinate executive schedules, meetings, business travel, and confidential documentation. The ideal candidate must demonstrate professionalism, discretion, attention to detail, and the ability to work independently in a demanding executive environment.

Key Duties & Responsibilities:

A. Executive Calendar & Schedule Management

• Manage the General Manager's daily calendar, appointments, meetings, conferences, and official visits.
• Coordinate schedules with internal departments, senior executives, and external stakeholders.
• Prioritize appointments and ensure effective time management.
• Arrange and confirm executive meetings and important engagements.

B. Meetings & Administrative Coordination

• Organize internal and external meetings for the General Manager.
• Prepare meeting agendas, documents, presentations, and meeting rooms.
• Record accurate meeting minutes and maintain action-item records.
• Follow up with departments regarding management decisions and assigned tasks.
• Ensure timely communication and coordination between the General Manager's office and other departments.

C. Executive Correspondence & Communication

• Manage incoming and outgoing emails, telephone calls, messages, and official correspondence.
• Draft and proofread professional letters, reports, and administrative documents in Arabic and English.
• Communicate professionally with senior management, employees, clients, and external stakeholders.
• Handle sensitive communications with discretion and confidentiality.

D. Documentation & Records Management

• Maintain organized physical and electronic filing systems.
• Ensure proper documentation, record security, and confidentiality.
• Track assignments, management instructions, and departmental follow-ups.
• Ensure important documents and records are readily accessible when required.

E. Business Travel & Hospitality Coordination

• Arrange domestic and international business travel for the General Manager.
• Coordinate flight bookings, hotel reservations, visa applications, and travel itineraries.
• Welcome executive guests and coordinate official visits.
• Arrange appropriate hospitality and meeting logistics.

Requirements

Candidate Requirements & Qualifications

• Mandatory Requirements
• Bachelor's Degree in Business Administration, Executive Secretarial Studies, or a related administrative discipline.
• Minimum 2 4 years of relevant experience in executive secretarial work or office administration.
• Excellent written and spoken Arabic and English.
• Strong proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Excellent business email management and formal correspondence skills.
• Strong ability to prepare official letters, reports, meeting minutes, and administrative documentation.
• Excellent organizational, multitasking, and time-management skills.
• Ability to manage confidential information professionally.
• Strong communication and interpersonal skills.
• Preferred Qualifications
• Previous experience directly supporting a General Manager, CEO, or senior executive.
• Experience coordinating executive meetings and international business travel.
• Experience managing administrative activities within a senior management office.

Professional & Behavioral Competencies

• High standards of confidentiality, integrity, and professionalism.
• Professional appearance and excellent workplace etiquette.
• Excellent interpersonal communication and relationship management.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and manage multiple responsibilities.
• Strong problem-solving and organizational abilities.
• Ability to work independently and take initiative.
• Ability to perform effectively under pressure.
• Professional and diplomatic communication with senior executives and external stakeholders.

Candidate Assessment

• Shortlisted candidates may be assessed on:
• Arabic and English communication proficiency.
• Executive calendar and appointment management.
• Microsoft Office skills.
• Drafting professional emails and official correspondence.
• Meeting minutes preparation and administrative follow-up.
• Confidential document handling.
• Business travel coordination.
• Professional communication and executive office etiquette.

Candidate Submission Requirements

• Interested candidates should provide:
• Updated CV highlighting executive secretarial or administrative experience.
• Educational qualifications.
• Arabic and English language proficiency.
• Current location and employment status.
• Current and expected salary.
• Notice period and earliest joining availability.

Benefits

• Salary & Benefits
• Monthly Salary: To be discussed during the interview.
• Additional Benefits: To be confirmed by the employer.