Executive Secretary

Index Co.; Dubai; On-site; AED 167,400 - 279,000; Full time

Job summary

A prestigious organization in Dubai is seeking a seasoned Executive Secretary to the CEO. The role involves comprehensive executive support, managing the CEO's calendar, and overseeing daily administrative operations for the office. Candidates should possess a Bachelor's degree, 8+ years of experience in executive support, and strong MS Office skills. The ideal individual is proactive, detail-oriented, and able to handle multiple stakeholders effectively. Preference will be given to candidates with sponsored visas.

Qualifications

• 8+ years of experience in executive support roles, preferably supporting CXO-level leadership.
• Strong integrity, discretion, and ability to handle sensitive information.
• Detail-oriented with exceptional planning and follow-through capabilities.

Responsibilities

• Provide comprehensive executive support to the CEO, managing calendar and priorities.
• Support the Executive Committee in administrative tasks and meeting facilitation.
• Oversee day-to-day operations of the Dubai office and coordinate with vendors.

Skills

Executive presence

Interpersonal skills

Time management

MS Office proficiency

Education

Bachelor’s degree in business administration or related discipline

Job description

Job Description

We are looking for a seasoned and highly professional Executive Secretary to the CEO, who will serve as a trusted partner in enabling executive effectiveness. The incumbent will primarily support the CEO (70% focus) while also providing high-level executive assistance to the Executive Committee (G5) and overseeing administrative operations for the Dubai office. This role requires strong coordination skills, discretion, and the ability to manage multiple priorities in a fast‑paced environment.

Key Responsibilities

• Executive Secretary to CEO (Primary Responsibility – 70%):
  • Provide comprehensive executive support, ensuring seamless management of the CEO’s calendar, priorities, and engagements.
  • Strategically manage complex scheduling, including internal leadership meetings, external stakeholder interactions, and travel planning.
  • Prepare high‑quality reports, presentations, briefing notes, and correspondence on behalf of the CEO.
  • Act as a key liaison between the CEO and internal/external stakeholders, ensuring effective communication and follow‑through.
  • Track strategic priorities, action items, and deliverables, ensuring timely closure.
  • Maintain strict confidentiality and handle sensitive information with utmost professionalism.
• Executive Assistant – Executive Committee (G5):
  • Provide structured administrative and coordination support to members of the Executive Committee.
  • Facilitate leadership meetings by managing logistics, preparing agendas, and documenting minutes.
  • Support in the preparation of business presentations, dashboards, and reports.
  • Ensure alignment and follow‑ups across functions on key initiatives and decisions.
• Dubai Office Administration:
  • Oversee and manage day‑to‑day administrative operations of the Dubai office.
  • Coordinate with external vendors, facility management teams, and service providers.
  • Ensure smooth functioning of office infrastructure, supplies, and administrative processes.
  • Support onboarding and administrative requirements for employees based in Dubai.
  • Ensure adherence to local compliance and administrative standards.

Requirements

• Strong executive presence with excellent interpersonal and communication skills.
• Exceptional planning, prioritization, and time management abilities.
• High level of integrity, discretion, and confidentiality.
• Detail‑oriented with strong execution and follow‑through capabilities.
• Ability to manage multiple stakeholders and work under tight timelines.
• Advanced proficiency in MS Office and presentation tools.

Qualifications & Experience

• Bachelor’s degree in business administration or a related discipline.
• 8+ years of experience in executive support roles, preferably supporting CXO‑level leadership.
• Prior exposure to multinational or cross‑cultural environments will be an advantage.

Personal Attributes

• Highly proactive and solution‑oriented.
• Professional, composed, and adaptable.
• Strong ownership mindset with a high degree of accountability.

CANDIDTAES WITH SPONSERED VISA (SPOUSE/FATHER) WILL BE PREFERED