Executive Secretary

XAD Technologies LTD; Sharjah; On-site; AED 60,000 - 110,000; Full time

Job summary

XAD Technologies LTD is seeking an organized Executive Secretary in Sharjah to support the executive team. You will manage schedules, coordinate meetings, handle confidential information, and ensure smooth internal and external communication.

Responsibilities include agenda preparation, minute-taking, travel arrangements, and maintaining confidential documents. The role requires высокой confidentiality and strong coordination across departments.

Qualifications

• Bachelor's degree in business administration or related field preferred.
• 5+ years of experience as an executive secretary or similar role.
• Familiarity with executive-level responsibilities and meeting agendas.

Responsibilities

• Coordinate and manage the executive's schedule, including appointments, meetings, and travel arrangements.
• Prioritize commitments to ensure efficient time management.
• Screen and handle phone calls and emails for the executive.
• Draft, edit, and proofread correspondence and reports for the executive.
• Prepare agendas and organize meetings with necessary materials.

Skills

Executive support

Calendar management

Travel coordination

Communication

Minutes taking

Education

Bachelor's degree in business administration

Tools

Microsoft Office

Email management

Document control

Job description

Job Overview:

We are seeking a highly organized and efficient Executive Secretary to provide administrative support to our executive team. The ideal candidate will be responsible for managing the executive's schedule, coordinating meetings, handling confidential information, and ensuring seamless communication within the organization.

Responsibilities:

• Coordinate and manage the executive's schedule, including appointments, meetings, and travel arrangements.
• Anticipate and prioritize the executive's commitments to ensure efficient time management.
• Act as the primary point of contact for the executive, handling and screening phone calls and emails.
• Draft, edit, and proofread correspondence, reports, and other documents on behalf of the executive.
• Schedule, prepare agendas, and organize meetings, ensuring all necessary materials are available.
• Attend meetings, take accurate minutes, and follow up on action items to facilitate effective communication.
• Maintain and organize confidential documents, files, and records.
• Implement effective document control procedures to ensure data security and accessibility.
• Provide general administrative support to the executive team as needed.
• Assist in preparing presentations, reports, and other materials for executive use.
• Build and maintain positive relationships with internal and external stakeholders.
• Serve as a liaison between the executive and various departments within the organization.

Qualifications & Experience:

• Bachelor's degree in business administration, secretarial studies, or a related field preferred.
• Proven 5+ years of experience as an executive secretary, administrative assistant, or similar role.
• Familiarity with executive-level responsibilities and tasks, monthly review meetings, and meeting agendas.