Executive Secretary

Mackenzie Jones; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A large international consultancy firm in Dubai is seeking an Executive Assistant to provide top-level administrative support for three managers. The role involves managing complex calendars, preparing client documents, and coordinating meetings while ensuring confidentiality and high service standards. Ideal candidates will be highly organized, motivated, and proficient in multitasking within a professional services environment. This position promises a dynamic work atmosphere and opportunities for growth.

Qualifications

• Candidates must have a background in a corporate, professional services company.
• Proficiency in managing complex calendar and travel requirements.
• Demonstrated ability to maintain confidentiality at all times.

Responsibilities

• Provide executive administrative support for three managers.
• Prepare client proposals, letters, memoranda, and correspondence.
• Coordinate meetings and prepare meeting agendas and materials.

Skills

Strong service orientation

High level of self-motivation

Ability to multitask

Strong organizational skills

Job description

My client is a large international consultancy firm who are currently looking to recruit an Executive Assistant for their office in Dubai. The role will provide executive administrative support and production services for 3 managers taking full responsibility for the maintenance of a demanding schedule. You will also represent the company to all internal and external contacts in a manner consistent with the company’s value statement. The level of support required is to an exceptional standard and will include:

• Managing and maintaining complex calendar and travel requirements
• Developing working relationships with internal staff and external clients and assisting their assistants to facilitate the flow of information and scheduling process
• Preparing weekly timesheets and expense reports
• Prepare client proposals, letters, memoranda and all correspondence
• Provide production support, including PowerPoint presentations, proofreading, editing, copying and book binding in cooperation with the Visual Services Department
• Coordinate meetings, arrange conference bridges and prepare and circulate meeting agendas and materials; attend and minute meetings.
• Provide full administrative support and back up assistance to other Executive Assistants as and when required

The role requires a strong service orientation and candidates will be expected to display a maturity and flexibility to work both independently and in cooperation with others, coupled with a high level of self‑motivation and initiative. Additionally, it is paramount that the highest levels of internal and external confidentiality are respected at all times.

Candidates will be highly organized and have the ability to anticipate alternate solutions and to always be prepared with contingency plans as required in a calm and efficient manner. In a word, we are seeking the super PA, who will have the ability to multitask on a variety of projects and one who will also understand the importance of deadlines and achieving strategic goals. To be considered for the role you must come from a background working within a corporate, professional services company.

About The Company

Mackenzie Jones Middle East has decades of HR, Marketing, Finance & Accounting, Sales, Secretarial & Business Support, Management Consulting and Engineering recruitment expertise. Along with a deep understanding of key market sectors and regions, we never forget to treat clients, companies and candidates as individuals who have unique needs. So we always listen, constantly learn, occasionally challenge and frequently advise. It’s all part of a service renowned for its courtesy, consideration and dedication. Based in Dubai since 2006, our office covers the GCC and Levant countries and with the right regional expertise, we are the leading specialists. We’re growing rapidly because people appreciate our honesty, commitment and results. Areas of specialties we recruit for are: Human Resources, Finance & Accounting, Marketing, Sales, Secretarial & Business Support, Executive Search, Banking & Financial Services, Management Consulting and Engineering.