Executive Secretary

Ultiwise Consult; Sharjah; On-site; AED 33,000 - 56,000; Full time

Job summary

Ultiwise Consult in Sharjah is seeking an experienced Executive Secretary to provide comprehensive administrative and secretarial support to the Managing Director. The ideal candidate will manage calendars, coordinate travel, prepare reports in Excel, and ensure timely updates and effective communication.

You will handle confidential documents, create dashboards, arrange meetings, and liaise with internal and external stakeholders to keep operations running smoothly.

Qualifications

• Bachelor's degree in Business Administration or Office Management or related field.
• Minimum 3 years of experience supporting senior executives.
• Excellent English communication skills, both written and verbal.

Responsibilities

• Administrative Support: Manage the Managing Director's calendar, schedule appointments and organize meetings.
• Coordinate travel arrangements including flights, hotels and itineraries.
• Prepare, review and manage emails, reports and presentations.
• Maintain and organize files, records and confidential documents.
• Report preparation and updates: Create, manage and update reports using Excel with data analysis and dashboards.
• Ensure data accuracy and timely sharing with stakeholders.
• Handle meeting preparation and materials, agendas and minutes.
• Screen and prioritize incoming communications to ensure efficient workflows.
• Attend meetings to take notes and track action items for follow-up.
• Project assistance: support special projects and coordinate with departments.
• Office management: maintain a well-organized office environment and manage vendor relations.

Skills

Administrative support

Calendar management

Time management

Attention to detail

Education

Bachelor's degree in Business Administration or Office Management

Tools

Microsoft Office Suite

Excel

PowerPoint

Job description

Executive Secretary

Date posted: March 6 2026

Pay: 3000.00 (AED) - 5000.00 (AED) per month

Job Type: Full-Time

Reporting To: Managing Director

Job Overview

We are seeking a highly organized proactive and detail-oriented Secretary to provide comprehensive administrative and secretarial support to the Managing Director. The ideal candidate will play a key role in ensuring smooth daily operations effective communication and efficient time management for the Managing Director. This role also includes preparing and maintaining various reports using Excel and ensuring timely updates.

Key Responsibilities

• Administrative Support: Manage the Managing Directors calendar schedule appointments and organize meetings.
• Coordinate travel arrangements: including flight bookings hotel accommodations and itineraries.
• Prepare review and manage correspondence: emails reports and presentations.
• Maintain and organize files records and confidential documents.
• Report Preparation and Updates: Create manage and update various reports using Excel including but not limited to data analysis charts and dashboards.
• Ensure accuracy and consistency of data in all reports with regular updates and timely sharing with relevant stakeholders.
• Preparation presentation
• Meeting Coordination: Arrange and coordinate internal and external meetings ensuring timely preparation of agendas minutes and follow-ups.
• Attend meetings as required to take notes and track action items for follow-up.
• Communication Management: Act as the point of contact between the Managing Director and internal/external stakeholders. Screen and prioritize incoming calls emails and correspondence to ensure efficient communication.
• Project Assistance: Assist with special projects research and preparation of reports or presentations as directed by the Managing Director. Coordinate with different departments to gather information or ensure the implementation of decisions.
• Office Management: Ensure the office environment is well-maintained and equipped for smooth operations. Handle office-related tasks such as ordering supplies managing vendor relations and maintaining office organization.

Qualifications and Skills

• Education: Bachelors degree in Business Administration Office Management or a related field.
• Experience: Minimum of 3 years in a similar role supporting senior executives preferably in a corporate environment.
• Technical Skills: Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) Knowledge of additional reporting tools or software is an advantage.
• Language Skills: Excellent verbal and written communication skills in English. Proficiency in additional languages if applicable is a plus.
• Interpersonal Skills: Strong organizational skills attention to detail and the ability to multitask.
• Professionalism: Ability to maintain confidentiality and handle sensitive information with discretion.
• Problem-Solving: Resourceful and proactive in dealing with issues that may arise.
• Key Competencies: Strong time-management and organizational skills. Ability to work independently and prioritize tasks effectively. Advanced Excel skills for data organization and reporting. Excellent interpersonal skills to build and maintain relationships with stakeholders. A professional demeanor with a focus on delivering high-quality results.