Executive Secretary

Windmills Group; Dubai; On-site; AED 335,000 - 513,000; Full time

Job summary

Windmills Group in Dubai is seeking an Executive Assistant to support the Chairman with high-level calendar management, communications, and project coordination. You will act as a liaison between the Chairman and internal and external stakeholders, ensuring timely follow-up and professional handling of information.

Responsibilities include arranging domestic and international travel, preparing meeting materials, and coordinating across departments to deliver timely reports and insights for

Qualifications

• Bachelor's degree or diploma in healthcare-related field.
• 2–4 years in executive support role.
• Proficient in MS Office and calendar management.
• Strong organizational and problem-solving abilities.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage and maintain the Chairman’s calendar and scheduling.
• Prepare agendas, minutes, and follow-up actions.
• Handle communications including emails, calls, letters.
• Liaise with internal and external stakeholders.
• Coordinate with departments for information, reports, and updates.
• Develop relationships with clients, partners, stakeholders.
• Arrange domestic and international travel for the Chairman.
• Plan and coordinate meetings, events, and conferences.
• Assist in preparing presentations and reports for strategic meetings.
• Conduct research and compile data to support decisions.
• Draft and format reports and documents to a high standard.
• Maintain organized filing and document management.

Skills

Calendar management

Discretion

Interpersonal skills

English writing/verbal communication

UAE experience

Education

Bachelor's degree or diploma in Healthcare Administration, Nursing, medical sciences or a related field

Tools

Microsoft Office Suite

Job description

Windmills Group, established in 2016, is a leading asset valuation, building consulting, and management advisory services firm based in the UAE. We provide precise valuations for residential, commercial, industrial, and trade-related properties, as well as plant machinery and equipment. Windmills also has a range of building consulting services such as reserve fund studies, building conditions audits and much more. With over 800 corporate clients and a global network in 13 countries, Windmills Group is recognized for its high-quality service and has received numerous awards from the Dubai Land Department and Real Estate Regulatory Agency.

Key Responsibilities:

• Manage and maintain the Chairman’s calendar, including scheduling meetings, appointments, and key engagements.
• Prepare meeting agendas, take accurate minutes, and coordinate timely follow-up actions and correspondence.
• Manage incoming and outgoing communications, including emails, telephone calls, letters, and other correspondence.
• Act as a key liaison between the Chairman and internal and external stakeholders, ensuring clear and effective communication.
• Coordinate with various departments to facilitate the timely provision of information, reports, and updates required by the Chairman.
• Develop and maintain strong professional relationships with key clients, partners, stakeholders, and business contacts.
• Arrange and coordinate the Chairman’s domestic and international travel, including flights, accommodation, ground transportation, and itineraries.
• Plan, organize, and coordinate meetings, corporate events, conferences, and other engagements as required.
• Assist in preparing presentations, briefing materials, reports, and other documents for strategic meetings and initiatives.
• Conduct research, gather relevant information, and compile data to support the Chairman’s decision-making and strategic priorities.
• Draft, proofread, edit, and format reports, presentations, correspondence, and other business documents to a high professional standard.
• Establish and maintain an organized and efficient filing and document-management system, ensuring easy retrieval of records and information.
• Handle highly sensitive, confidential, and business-critical information with the highest level of discretion and professionalism.
• Respond promptly and effectively to urgent, unexpected, or high-priority matters, exercising sound judgment and flexibility.
• Monitor and follow up on outstanding actions, commitments, and deadlines to ensure timely completion.
• Support the Chairman in managing priorities, coordinating strategic initiatives, and ensuring effective execution of key decisions.
• Undertake special projects, assignments, and other responsibilities as delegated by the Chairman.

Qualifications & Skills:

• Bachelor's degree or diploma in Healthcare Administration, Nursing, medical sciences or a related field.
• Minimum of 2-4 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.
• Strong organizational skills with keen attention to detail and problem-solving abilities.
• Ability to handle confidential information with professionalism.
• Strong interpersonal skills and customer service skills.
• UAE experience will be an added advantage.
• Excellent organizational and multitasking skills.
• Strong writing and verbal communication skills in English.