Executive Project Secretary & Admin Coordinator

DAMAC Properties; United Arab Emirates; On-site; AED 80,000 - 120,000; Full time

Job summary

DAMAC Properties in United Arab Emirates is seeking an experienced executive secretary to provide comprehensive support to the Head of Department and team, ensuring smooth daily operations. You will manage calendars, organize meetings, prepare agendas, and maintain accurate records and action trackers.

The role requires 5–7 years in administrative/secretarial work, proficiency in Microsoft Office, and strong organizational and communication skills to liaise with internal and external

Qualifications

• 5–7 years of administrative/secretarial experience, Gulf region preferred.
• Proficiency in Microsoft Office and admin systems/tools.
• Strong organizational and communication skills with multitasking ability.

Responsibilities

• Provide comprehensive secretarial and administrative support to the Head of Department (HOD) and departmental team to ensure smooth daily operations.
• Manage calendars, schedule meetings, prepare agendas, record meeting minutes, and maintain accurate records and action trackers.
• Develop, maintain, and administer document control systems, ensuring proper filing, tracking, and retrieval of departmental records.
• Perform administrative duties including data entry, correspondence management, document preparation, printing, scanning, and filing.
• Coordinate travel arrangements, including flight bookings, hotel reservations, visa processing, and travel expense claims.
• Raise and monitor purchase requisitions for departmental requirements and ensure timely processing of administrative purchases.
• Monitor and maintain departmental stationery, office supplies, and inventory to support uninterrupted operations.
• Support departmental staff with day-to-day administrative activities and assist in the execution of special projects and ad hoc assignments.
• Organize employee engagement activities such as birthdays, recognition programs, onboarding events, work anniversaries, and farewell gatherings.
• Ensure confidentiality, professionalism, and effective communication while liaising with internal and external stakeholders.

Skills

Strong organizational skills

Time management

Excellent communication

Education

High School Diploma or equivalent

Tools

Microsoft Office

Document management systems

Job description

DAMAC Properties in United Arab Emirates is seeking an experienced executive secretary to provide comprehensive support to the Head of Department and team, ensuring smooth daily operations. You will manage calendars, organize meetings, prepare agendas, and maintain accurate records and action trackers.

The role requires 5–7 years in administrative/secretarial work, proficiency in Microsoft Office, and strong organizational and communication skills to liaise with internal and external