Executive Secretary

Al Ain University; Abu Dhabi; On-site; AED 134,000 - 223,000; Full time

Job summary

Al Ain University in Abu Dhabi is seeking an Executive Secretary to provide high-level administrative support to senior management. The role requires coordinating meetings, preparing minutes, and handling confidential documents in English and Arabic.

The successful candidate will manage correspondence, travel arrangements, and a range of administrative tasks with a strong focus on accuracy, discretion, and timely delivery. A Bachelor’s degree and bilingual proficiency are essential.

Qualifications

• Bachelor’s degree in English Literature, English Linguistics, Business Administration, or a related field.
• Additional professional qualifications in secretarial or administrative management are an advantage.

Responsibilities

• Schedule and coordinate important meetings, conferences, and appointments as required.
• Attend meetings, prepare accurate minutes, and follow up on agreed actions.
• Prepare, compile, proofread, and revise official documents, reports, and correspondence in English and Arabic.
• Maintain accurate records, files, and confidential documents.
• Prepare reports, presentations, letters, and other official correspondence accurately and efficiently.
• Organize information and maintain reference files and databases for easy access and use.
• Answer, screen, and direct telephone calls and respond to emails, messages, and other correspondence in a timely and professional manner.
• Respond to inquiries and provide efficient administrative and secretarial support to senior management.
• Conduct research, collect relevant information, and organize and categorize information as required.
• Coordinate and arrange travel schedules, flight bookings, accommodation, and other travel arrangements for senior management.
• Coordinate with internal departments and external parties on behalf of senior management when required.
• Maintain confidentiality and ensure the proper handling of sensitive information and documents.
• Monitor schedules, appointments, deadlines, and follow-up actions to ensure timely completion.
• Perform other related duties and responsibilities as assigned by management.

Education

Bachelor’s degree in English Literature, English Linguistics, Business Administration, or a related field

Additional professional qualifications in secretarial or administrative management

Job description

• AAU does not recruit through recruitment agencies, and shall never ask for any payments related but not limited to visa, recruitment, travel expenses etc.
• All the recruitment offers are sent through official HR Email ID ([e-mail]), AAU shall bear no responsibility of the offers sent through IDs other than the mentioned Email ID.

Executive Secretary

Qualification

• Bachelor’s degree in English Literature, English Linguistics, Business Administration, or a related field.
• Additional professional qualifications in secretarial or administrative management are an advantage.

Job Description

• Schedule and coordinate important meetings, conferences, and appointments as required.
• Attend meetings, prepare accurate minutes, and follow up on agreed actions.
• Prepare, compile, proofread, and revise official documents, reports, and correspondence in English and Arabic.
• Maintain accurate records, files, and confidential documents.
• Prepare reports, presentations, letters, and other official correspondence accurately and efficiently.
• Organize information and maintain reference files and databases for easy access and use.
• Answer, screen, and direct telephone calls and respond to emails, messages, and other correspondence in a timely and professional manner.
• Respond to inquiries and provide efficient administrative and secretarial support to senior management.
• Conduct research, collect relevant information, and organize and categorize information as required.
• Coordinate and arrange travel schedules, flight bookings, accommodation, and other travel arrangements for senior management.
• Coordinate with internal departments and external parties on behalf of senior management when required.
• Maintain confidentiality and ensure the proper handling of sensitive information and documents.
• Monitor schedules, appointments, deadlines, and follow-up actions to ensure timely completion.
• Perform other related duties and responsibilities as assigned by management.

General Requirements

• 4–5 years of relevant experience in executive secretarial, administrative, or a similar role.
• Excellent command of English and Arabic, both written and spoken.
• Excellent proficiency in Microsoft Office Suite and other relevant administrative software, with the ability to learn new systems and applications.
• Typing speed of at least 40 words per minute.
• Ability to handle confidential information and sensitive matters with a high level of professionalism and discretion.
• Excellent organizational and time-management skills with strong attention to detail.
• Strong communication, interpersonal, and coordination skills.
• Ability to manage multiple tasks, prioritize workload, and meet deadlines.
• Ability to work effectively under pressure and handle urgent requests when required.
• Professional appearance and conduct, with the ability to deal confidently and courteously with senior management, staff, students, and external stakeholders.
• Previous experience in a university or higher education institution is an advantage.