Executive Assistant/Personal Assistant

Careers International; Dubai; On-site; AED 134,000 - 201,000; Full time

Job summary

Careers International seeks an experienced Executive Secretary/Personal Assistant to support the Managing Director in Dubai. The role requires high-level administrative expertise and the ability to manage a demanding schedule with discretion.

Key duties include calendar management, travel planning, document preparation, meeting support, and information handling to ensure the MD can focus on strategic priorities. The ideal candidate will be highly organized, proactive, and professional.

Qualifications

• Proven experience as an Executive Secretary or Personal Assistant to high-level executives.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.

Responsibilities

• Schedule and manage the MD's calendar and meetings.
• Screen calls, emails, and correspondence for the MD.
• Arrange travel including flights, accommodations, and itineraries.
• Prepare drafts and edit reports and presentations.
• Attend meetings, take minutes, and distribute notes.
• Organize files and maintain confidential information.
• Prioritize tasks and manage to-do lists for the MD.
• Keep the executive office stocked and organized.
• Support special projects and initiatives.
• Gatekeep and manage MD access to ensure relevant matters.
• Process and track expenses per policy.
• Maintain discretion and confidentiality.

Skills

Organizational excellence

Multitasking

Communication skills

MS Office proficiency

Education

Bachelor's degree or equivalent experience

Tools

MS Office Suite

Job description

Executive Secretary or Personal Assistant to the Managing Director (MD) of a company typically involves a wide range of tasks that are crucial for the smooth functioning of the executive's office

Job Title:

Executive Secretary/Personal Assistant

Location:

Dubai

Reports To:

Managing Director

Job Summary:

The Executive Secretary/Personal Assistant to the Managing Director plays a critical role in providing high-level administrative support to the MD and ensuring the efficient operation of the executive office. The role involves handling a variety of tasks to enable the MD to focus on their responsibilities effectively.

Key Responsibilities:

Calendar Management:

• Schedule and coordinate meetings, appointments, and events for the MD.
• Manage and prioritize the MD's calendar to ensure efficient use of time.

Communication Management:

• Act as the primary point of contact between the MD and internal/external stakeholders.
• Screen and manage phone calls, emails, and other forms of correspondence.

Travel Arrangements:

• Make travel arrangements including flights, accommodations, transportation, and itineraries for the MD's business trips.

Document Preparation:

• Draft, edit, and proofread documents, reports, presentations, and other materials as required.

Meeting Support:

• Prepare agendas, attend meetings, take minutes, and distribute meeting notes and action items.

Information Management:

• Organize and maintain files, records, and confidential information, both electronic and physical.

Task Prioritization:

• Assist the MD in prioritizing tasks and managing their to-do list.

Office Management:

• Ensure the executive office is well-organized, stocked, and equipped with necessary supplies.

Special Projects:

• Support the MD in various special projects and initiatives as needed.

Gatekeeping:

• Manage access to the MD and ensure that only relevant matters are brought to their attention.

Expense Management:

• Process and track expenses, and ensure compliance with company policies.

Confidentiality:

• Handle sensitive information with discretion and maintain a high level of confidentiality.

Qualifications:

• Proven experience as an Executive Secretary, Personal Assistant, or similar role supporting high-level executives.
• Strong organizational and multitasking skills.
• Excellent communication, both written and verbal.
• Proficient in using office software (e.g., MS Office Suite).
• Discretion and ability to handle confidential information.
• Ability to work independently and take initiative.
• Bachelor's degree or equivalent experience preferred.