Executive Secretary

Aretè & Cocchi Technology; Abu Dhabi; On-site; AED 223,000 - 391,000; Full time

Job summary

Saipem in Abu Dhabi provides high-level executive support to senior leadership, coordinating complex calendars, confidential communications, and governance activities. The role involves managing multinational schedules, preparing briefs and presentations, and organizing board meetings to support effective decision-making.

The candidate should have 8–12+ years in executive support within large organizations, exceptional discretion, and advanced MS Office skills.

Qualifications

• Bachelor's degree in business administration or related field.
• 8–12+ years experience supporting senior executives in large organizations.
• Experience in multinational or large corporate settings.
• Executive calendar and stakeholder management.
• Strong business communication and governance support.
• Discretion and confidentiality essential.
• Advanced MS Office and presentation skills.
• Fluent English; additional languages desirable.

Responsibilities

• Manage complex executive calendars across multiple stakeholders and international schedules.
• Prepare briefings, reports, presentations, and correspondence.
• Organize executive committee, management team, and board meetings with agenda packages and minutes.
• Coordinate travel arrangements including international trips and VIP visits.
• Monitor action items and follow up with senior management and business leaders.
• Draft high-level communications and manage confidential documents.

Skills

Executive support

Calendar management

Communication

Confidentiality

Public relations

MS Office

Stakeholder management

Education

Bachelor's Degree in Business Administration or Management

Tools

Microsoft Office Suite

Job description

Provide high-level executive support to senior leadership by managing strategic schedules, confidential communications, executive meetings, stakeholder interactions, and business administration activities. Ensure efficient coordination of executive priorities and contribute to the effectiveness of executive decision-making processes.

Candidate shall meet as minimum the qualification requirements listed below:

• Accurate Typing Skill at least 50words/min.
• High Organizing Ability for office work
• Has Management Ability
• Good public Relation skills
• Good Communications skills
• Min 5 years as an Executive Management Job with a medium (70 person or more) size organization

Key Responsibilities:

Executive Support:

• Manage complex executive calendars involving multiple stakeholders and international schedules.
• Prioritize appointments and resolve scheduling conflicts.
• Coordinate executive business plans, meetings, and critical deadlines.
• Prepare executive briefings, reports, presentations, and correspondence.
• Organize Executive Committee, Management Team, and Board meetings.
• Prepare agenda packages and presentation materials.
• Record confidential minutes and monitor execution of action items.
• Coordinate follow-up with senior management and business leaders.

Strategic Communication:

• Draft and review high-level correspondence on behalf of executives.
• Screen and prioritize communications and requests.
• Serve as primary contact point between executives and internal/external stakeholders.
• Ensure communication protocols are followed and executive priorities are communicated effectively.

International Travel & Event Management:

• Organize complex international travel arrangements, including multi-country itineraries, visas, and protocol requirements.
• Coordinate executive visits, conferences, leadership events, and VIP meetings.
• Manage logistical arrangements for executive business trips.

Governance & Confidential Administration:

• Handle highly confidential business information and sensitive documentation.
• Support compliance with corporate governance requirements.
• Maintain executive records, reports, and strategic documentation.
• Monitor executive expenses, budgets, and corporate administration requirements.
• Guide and coordinate administrative staff when required.
• Support organizational initiatives and executive projects.
• Assist in preparing management reports and KPI presentations.

Qualifications:

• Bachelor's Degree in Business Administration, Management, or related discipline.
• 8-12+ years of experience supporting senior executives, directors, or C-level management.
• Experience in multinational or large corporate organizations preferred.
• Executive-level calendar and stakeholder management.
• Advanced business communication and correspondence drafting.
• Board meeting and governance support.
• Strategic planning and prioritization skills.
• Exceptional discretion and confidentiality.
• Advanced Microsoft Office and presentation skills.
• Strong interpersonal and influencing skills.
• Ability to work under pressure and manage competing priorities.
• Fluent English communication; additional languages are highly desirable.

We support your development! Do you feel you might not fit this role perfectly? If you think you can contribute to our business development in the future, don’t hesitate to apply anyway through our spontaneous application form !

We embrace diversity! At Saipem, we believe that innovation thrives through diversity. Our culture is built on mutual respect, collaboration, inclusion and the belief that our differences drive our progress.

Safety and Sustainability matter to us! Operating in difficult and at times extreme situations, the focus is always on the health and safety of people and the preservation of the natural ecosystem.

One vision, many paths, limitless possibilities.

PRIVACY POLICY

In accordance with the UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (PDPL) and, the Abu Dhabi Global Market (ADGM) Data Protection Regulations 2021. (“GDPR”). All interested candidates (L. 903/03) are invited to consult the privacy policy (art 13, 14, D.Lgs 196/03 and art 13 GDPR 679/16).

#LI-ZI1