Executive Secretary

Windmills International Real Estate LLC; United Arab Emirates; On-site; AED 90,000 - 150,000; Full time

Job summary

Windmills Group in the UAE is seeking an Executive Secretary to support the Chairman with calendar management, travel coordination, and professional communications. The role involves preparing agendas and minutes, coordinating with internal teams and external partners, and ensuring timely delivery of reports and presentations.

The ideal candidate will have a healthcare administration or related background, strong organizational and writing skills, and the ability to handle confidential

Qualifications

• Bachelor's degree or diploma in Healthcare Administration, Nursing, medical sciences or a related field.
• Proficiency in Microsoft Office Suite, especially calendar management in Outlook.

Responsibilities

• Manage and maintain the Chairman's calendar including scheduling meetings and key engagements.
• Prepare meeting agendas, take minutes, coordinate follow-up actions and correspondence.
• Handle incoming/outgoing communications (emails, calls, letters) and act as liaison with stakeholders.
• Coordinate with departments to provide information and updates for the Chairman.
• Arrange domestic and international travel including flights, accommodation and itineraries.
• Draft, proofread and format reports and presentations for strategic meetings.

Skills

Organizational skills

Communication skills

Interpersonal skills

Confidentiality

Education

Healthcare Administration / Nursing / Medical Sciences

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Executive Secretary

Job Summary

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 amp 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