Executive Secertary to CEO & Office Manager

Index Co.; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Index Co. in Dubai is looking for an Executive Secretary to the CEO & Office Manager. This dynamic role involves providing executive support to the CEO, managing day-to-day office operations, and coordinating HR-related activities. The ideal candidate will have a Bachelor’s degree in Business Administration, 3–5 years of relevant experience, and exceptional communication skills. The position offers a fast-paced work environment with a focus on professionalism and discretion.

Qualifications

• 3–5 years of experience in Executive Secretary / Office Manager roles, preferably supporting C‑level executives.
• Ability to work under pressure and manage competing priorities.
• Based in Dubai with valid residency (preferred: spouse/family visa).

Responsibilities

• Provide comprehensive and proactive support to the CEO, ensuring effective management of calendar and priorities.
• Oversee day‑to‑day administrative operations of the Dubai office.
• Support HR‑related activities in coordination with regional HR teams.

Skills

Exceptional communication skills in English (written and verbal)

Strong organizational and multitasking abilities

Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)

High level of professionalism, discretion, and confidentiality

Strong emotional intelligence and stakeholder management skills

Education

Bachelor’s degree in Business Administration or a related field

Job description

Executive Secretary to CEO & Office Manager

Dubai, United Arab Emirates | Posted on 04/23/2026

Index InfoTech is a leading business transformation consulting company. We serve SME and enterprise clients, driving their digital transformation strategy by encompassing business process re‑engineering, digital design and architecture, deployment and maintenance of business critical solutions and services.

Headquartered in Dubai and offices in India, North America and the Middle‑East and customers in all inhabited continents, Index is on the lookout to augment their awesome #IndexFam to continue delivering world‑class enterprise solutions.

Job Description

Role Summary

We are seeking a highly professional and dynamic Executive Secretary to the CEO & Office Manager to serve as a trusted partner in driving executive effectiveness and ensuring seamless office operations. This role will primarily support the CEO, while also providing high‑level coordination support to the leadership team and overseeing the day‑to‑day administration of the office. The ideal candidate will demonstrate exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast‑paced environment.

Executive Support to CEO

• Provide comprehensive and proactive support to the CEO, ensuring effective management of calendar, priorities, and engagements
• Manage complex scheduling, including internal meetings, external stakeholders, and international travel arrangements
• Prepare reports, presentations, briefing materials, and professional correspondence on behalf of CEO.
• Act as a key liaison between the CEO and internal/external stakeholders, ensuring clear communication and timely follow‑up
• Track strategic initiatives, action items, and deliverables, ensuring alignment and closure
• Handle confidential and sensitive information with the highest level of professionalism and discretion
• Provide structured administrative support to the leadership team as required
• Coordinate leadership meetings, including agenda preparation, logistics, and minutes of meetings
• Support the development of presentations, dashboards, and business reports
• Ensure proper follow‑up and alignment across departments on key decisions and initiatives
• Coordinate business travels for all C‑level and teams

Office Management & Administration (Dubai)

• Oversee day‑to‑day administrative operations of the Dubai office
• Manage relationships with vendors, facility management, and service providers
• Ensure smooth office operations, including infrastructure, supplies, and workplace readiness
• Support onboarding and administrative requirements for Dubai‑based employees
• Strong knowledge of procuring laptops and IT setups with a focus on cost optimization and efficiency
• Ensure compliance with local regulations and administrative standards

HR Coordination (Dubai Scope)

• Support HR‑related activities in coordination with regional HR teams
• Maintain basic knowledge of UAE Labor Law to ensure compliance in administrative HR matters
• Assist in employee documentation, onboarding coordination, and HR communications
• Act as a coordination point between Dubai employees and HR teams across other countries

Requirements

Education & Experience

• Bachelor’s degree in Business Administration or a related field
• 3–5 years of experience in Executive Secretary / Office Manager roles, preferably supporting C‑level executives
• Exceptional communication skills in English (written and verbal)
• Strong organizational and multitasking abilities
• High level of professionalism, discretion, and confidentiality
• Strong emotional intelligence and stakeholder management skills
• Ability to work under pressure and manage competing priorities
• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)

Additional Requirements

• Based in Dubai with valid residency (preferred: spouse/family visa)