Executive Secretary

ELVAYA TRAVEL & TOURISM; Dubai; On-site; AED 223,000 - 357,000; Full time

Job summary

ELVAYA TRAVEL & TOURISM in Dubai seeks an experienced Executive Support professional to act as a liaison between the C-suite, internal teams, and external stakeholders. You will manage complex calendars, coordinate high-level meetings, and organize corporate events.

Responsibilities include preparing reports and board slides, recording minutes, maintaining confidential filing systems, and ensuring smooth administration across Tourism, Cargo, and Oil & Gas verticals.

Qualifications

• 5+ years of proven experience as an Executive Secretary, Personal Assistant, or Senior Administrative Assistant.
• Industry Background in Cargo/Logistics, Oil & Gas, and Tourism.
• Bachelor’s degree in Business Administration, Communications, or a related field.
• Excellent command of English; Arabic fluency is a strong advantage.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and document management software.

Responsibilities

• Serve as the primary point of contact between executive leadership, internal teams, and external stakeholders.
• Manage complex executive calendars, schedule C-level meetings, and organize internal/external corporate events.
• Prepare, edit, and format high-level correspondence, business reports, board presentation slides, and meeting agendas.
• Record, transcribe, and distribute precise meeting minutes and follow up on actionable items.
• Maintain confidential physical and digital filing systems, corporate documents, and trade licenses.

Skills

Executive support

English proficiency

Discretion & professionalism

Education

Bachelor's degree in Business Administration, Communications, or related field

Tools

Microsoft 365

Job description

Executive Support & Administration

• Serve as the primary point of contact between executive leadership, internal teams, and external stakeholders.
• Manage complex executive calendars, schedule C-level meetings, and organize internal/external corporate events.
• Prepare, edit, and format high-level correspondence, business reports, board presentation slides, and meeting agendas.
• Record, transcribe, and distribute precise meeting minutes and follow up on actionable items.
• Maintain confidential physical and digital filing systems, corporate documents, and trade licenses.

Industry‑Specific Coordination

• Tourism & Hospitality: Coordinate complex international/domestic travel itineraries, flight bookings, hotel accommodations, visa arrangements, and transportation for executives and VIP clients.
• Cargo & Logistics: Oversee administrative aspects of corporate logistics, trace high-priority shipments, and liaise with freight partners or clearing agents for executive office requirements.
• Oil & Gas / Energy: Maintain knowledge of industry terminology, track compliance documentation, organize vendor/contractor agreements, and facilitate communication with field/site operations.

Office & Operational Management

• Filter incoming calls, emails, and corporate inquiries, routing them to the appropriate department heads.
• Oversee office supplies, vendors, and facility administrative expenses, ensuring cost-effective procurement.
• Handle petty cash, expense claims, and invoice processing for the Executive Office in coordination with Finance.

Desired Candidate Profile

• Experience: Minimum 5 years of proven experience as an Executive Secretary, Personal Assistant, or Senior Administrative Assistant.
• Industry Background: Demonstrated hands‑on experience or exposure within Cargo/Logistics, Oil & Gas, and Tourism industries.
• Education: Bachelor’s degree in Business Administration, Communications, or a related field.
• Language Skills: Excellent command of English (written and spoken). Arabic fluency is a strong advantage.
• Tech Proficiency: Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and document management software.
• Key Competencies:
  • Exceptional organizational and multitasking capabilities under tight deadlines.
  • Strong interpersonal skills with high emotional intelligence and professional etiquette.
  • Absolute discretion when handling confidential and sensitive company data.
  • Strong problem‑solving capabilities and proactive initiative.