Executive Secretary

Windmills Group; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Windmills Group seeks a dedicated Executive Assistant to support the Chairman in Dubai. You will manage the calendar, coordinate meetings, and prepare agendas and minutes, while handling correspondence and travel logistics.

You will liaise with internal/external stakeholders, organize events, and assist in strategic reports and presentations. Requires 3–5 years in an executive support role and proficiency in MS Office.

Qualifications

• Bachelor's degree or diploma in Healthcare Administration, administration, or communications.
• Minimum of 3-5 years of experience in a similar executive-level support role.
• Proficiency in Microsoft Office Suite, especially in booking and managing the chairman's calendar.

Responsibilities

• Manage the Chairman’s calendar, including scheduling meetings and appointments.
• Prepare meeting agendas, minutes, and follow-up correspondence.
• Handle incoming and outgoing communications, including emails, calls, and correspondence.
• Serve as a liaison between the Chairman and internal/external stakeholders.
• Coordinate with other departments to ensure timely delivery of information and reports.
• Maintain strong relationships with key contacts, partners, and clients.
• Arrange and coordinate the Chairman’s travel plans, including flights and accommodations.
• Plan and organize events, meetings, and conferences as required.
• Assist in the preparation of presentations and materials for strategic initiatives.
• Conduct research and gather data to support decision‑making processes.
• Provide input on workflow improvement and office management practices.
• Draft, proofread, and edit reports, presentations, and other documents.
• Organize and maintain an efficient filing system for records and documents.
• Address urgent or unexpected issues with flexibility and efficiency.
• Undertake special projects and assignments as delegated by the Chairman.
• Provide primary medical support, First Aid, and handle basic medical services.

Skills

Calendar management

Executive support

Communications

Education

Bachelor's degree or diploma in Healthcare Administration/administration/communications

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

• Manage the Chairman’s calendar, including scheduling meetings and appointments.
• Prepare meeting agendas, minutes, and follow-up correspondence.
• Handle incoming and outgoing communications, including emails, calls, and correspondence.
• Serve as a liaison between the Chairman and internal/external stakeholders.
• Coordinate with other departments to ensure timely delivery of information and reports.
• Maintain strong relationships with key contacts, partners, and clients.
• Arrange and coordinate the Chairman’s travel plans, including flights and accommodations.
• Plan and organize events, meetings, and conferences as required.
• Assist in the preparation of presentations and materials for strategic initiatives.
• Conduct research and gather data to support decision‑making processes.
• Provide input on workflow improvement and oUice management practices.
• Draft, proofread, and edit reports, presentations, and other documents.
• Organize and maintain an eUicient filing system for records and documents.
• Address urgent or unexpected issues with flexibility and efficiency.
• Undertake special projects and assignments as delegated by the Chairman.
• Provide primary medical support, First Aid, and handle basic medical services.

Required Skills & Qualifications

• Bachelor's degree or diploma in Healthcare Administration, administration, or communications.
• Minimum of 3-5 years of experience in a similar executive-level support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), especially in booking and managing the chairman's calendar.