Executive Secretary & Office Operations Lead

Phoenix Dison tec; Sharjah; On-site; AED 78,000 - 167,000; Full time

Job summary

Phoenix Dison tec seeks an experienced Executive Secretary to manage the CEO's calendar, travel, and daily administrative tasks in a dynamic office environment in Sharjah, United Arab Emirates. The role covers front desk management, HR support, and travel arrangements for the CEO and team.

The ideal candidate will handle confidential information with discretion, coordinate meetings and communications, and ensure smooth operations across departments.

Qualifications

• Must be able to manage front desk operations and support the CEO personally and professionally.
• Strong communication, confidentiality, and organizational skills are essential.
• Ability to multitask and work independently across multiple responsibilities.

Responsibilities

• Manage the CEO's daily schedule, appointments, meetings, and calendar.
• Coordinate the CEO's personal and professional activities.
• Arrange domestic and international travel, hotels, airport transfers, and related logistics.
• Prepare reports, presentations, letters, and other business documents.
• Welcome visitors, answer calls, emails, and WhatsApp messages; direct inquiries as needed.
• Screen CVs, shortlist candidates, and schedule interviews as part of HR duties.
• Maintain employee records, attendance, leave, and HR documentation.
• Coordinate visa applications, Emirates ID, and other documentation with service providers.
• Schedule internal and external meetings, prepare agendas, and record minutes when required.
• Maintain the CEO's calendar to avoid scheduling conflicts and ensure smooth operations.
• Coordinate with banks, government departments, vendors, and service providers.
• Monitor licenses, renewals, and important deadlines.

Skills

Executive support

Calendar management

Travel coordination

HR assistance

Office administration

Document handling

Job description

Phoenix Dison tec seeks an experienced Executive Secretary to manage the CEO's calendar, travel, and daily administrative tasks in a dynamic office environment in Sharjah, United Arab Emirates. The role covers front desk management, HR support, and travel arrangements for the CEO and team.

The ideal candidate will handle confidential information with discretion, coordinate meetings and communications, and ensure smooth operations across departments.