Executive Secretary

ALBADDAD Group; Dubai; On-site; AED 167,400 - 223,200; Full time

Job summary

A leading group firm in Dubai is seeking an Executive Secretary to the Group CEO to provide high-level administrative support. This role requires professionalism and discretion, acting as a liaison between the CEO and various stakeholders. Responsibilities include managing the CEO's calendar, organizing executive meetings, handling correspondence, and ensuring day-to-day operational efficiency. Ideal candidates will have a Bachelor's degree and 5–10 years of experience supporting senior executives. Proficiency in MS Office is required, along with excellent organizational skills.

Qualifications

• 5–10 years of experience as an Executive Secretary or similar role supporting senior executives.
• Experience supporting a Group CEO or Board-level executive is highly preferred.

Responsibilities

• Manage the Group CEO’s calendar and travel arrangements.
• Screen and handle correspondence on behalf of the CEO.
• Organize executive and board meetings and take minutes.
• Act as a central point of contact between the CEO and stakeholders.

Skills

Organizational skills

Time-management skills

Written and verbal communication skills

Confidentiality and integrity

Multitasking under pressure

Attention to detail

Problem-solving skills

MS Office proficiency

Education

Bachelor’s degree in Business Administration or related field

Job description

Executive Secretary to the Group CEO

Reports To

Group Chief Executive Officer (CEO)

Job Summary

The Executive Secretary to the Group CEO provides high-level administrative, organizational, and strategic support to the Group CEO. The role requires exceptional professionalism, discretion, and efficiency, acting as a key liaison between the CEO, executive leadership, board members, and external stakeholders. The Executive Secretary ensures smooth day-to-day operations of the CEO’s office and supports effective decision-making across the Group.

Key Responsibilities

Executive & Administrative Support

• Manage the Group CEO’s calendar, appointments, travel arrangements, and meeting schedules
• Screen, prioritize, and handle correspondence (emails, calls, letters) on behalf of the CEO
• Prepare, review, and format reports, presentations, briefing notes, and executive documents
• Ensure timely follow-up on action items arising from meetings and executive decisions

Meeting & Board Support

• Organize executive meetings, board meetings, and committee sessions
• Prepare agendas, meeting packs, and presentations
• Take accurate minutes and track resolutions and action points
• Coordinate communication between the CEO, Board of Directors, and senior management

Communication & Liaison

• Act as a central point of contact between the CEO and internal/external stakeholders
• Manage confidential and sensitive information with absolute discretion
• Draft professional correspondence and communications on behalf of the CEO
• Coordinate with group companies, subsidiaries, and functional heads

Strategic & Operational Support

• Assist the CEO in monitoring key strategic initiatives and deadlines
• Support special projects, research, and analysis as assigned
• Track performance reports and executive dashboards when required
• Help ensure alignment of CEO priorities across the Group

Office & Process Management

• Maintain organized electronic and physical filing systems
• Improve administrative processes for efficiency and accuracy
• Ensure compliance with company policies and governance requirements

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, or a related field
• Minimum 5–10 years of experience as an Executive Secretary, Executive Assistant, or similar role supporting senior executives
• Experience supporting a Group CEO, Managing Director, or Board-level executive is highly preferred

Skills & Competencies

• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• High level of confidentiality, integrity, and professionalism
• Ability to multitask and work under pressure with minimal supervision
• Strong attention to detail and problem-solving skills
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and digital collaboration tools

Personal Attributes

• Proactive, reliable, and highly discreet
• Calm, confident, and diplomatic
• Strong interpersonal skills and executive presence
• Flexible and adaptable to changing priorities

Working Conditions

• Full-time position
• May require extended hours to support executive schedules
• Occasional local or international travel may be required