Follow up and Coordination Executive

Dubai Government; Dubai; On-site; AED 112,000 - 156,000; Full time

Job summary

Dubai Foundation for Women and Children seeks an experienced Executive Secretary to support the Director General with daily activities, scheduling, and communications. The role includes managing the DG's office, organizing files, and handling confidential documents with discretion.

Responsibilities cover meeting coordination, minute-taking, and preparation of reports and correspondence, while applying basic protocol and public relations practices when engaging with visitors and external

Qualifications

• Proficient in both spoken and written English and Arabic.
• Strong time management and prioritization abilities.
• Familiar with standard office software and IT basics.
• Demonstrates discretion, adaptability, and problem-solving under pressure.
• Knowledge of protocol and administrative procedures is preferred.

Responsibilities

• Oversee daily affairs of the Director General, including scheduling and communications.
• Manage the Director General's office, organizing files and data efficiently.
• Apply basic protocol and public relations knowledge when interacting with visitors and external entities.
• Track and escrow incoming/outgoing documents and inquiries as needed.
• Prepare reports, letters, and correspondence as part of advanced secretarial duties.
• Coordinate meetings, take minutes, and ensure follow-up actions.

Skills

Communication Skills

Organizational Skills

Technical Skills

Emotional Intelligence

Protocol Knowledge

Education

Bachelor degree

Secondary school

Tools

MS Word

MS Excel

PowerPoint

Job description

About Dubai Foundation for Women and Children:

The Dubai Foundation for Women and Children is the first authorized non-profit shelter and humanitarian care in the United Arab Emirates to care for women and children who are victims of domestic violence, child abuse, and victims of human trafficking. It was established in late 2007 in order to provide victims with immediate shelter, protection and support services, in accordance with international human rights conventions.

Key Responsibilities

• Daily Management : Oversee the daily affairs of the Director General, including scheduling appointments, meetings, and responding to communications.
• Office Administration**: Manage the office of the Director General, organizing files, records, and data efficiently.
• Protocol and Public Relations**: Apply knowledge of basic protocol and public relations when interacting with visitors and external entities.
• Document Handling**: Track incoming and outgoing documents, messages, and inquiries, and escrow them to the Director General as needed.
• Advanced Secretarial Duties**: Prepare reports, letters, and correspondence as part of advanced secretarial work.
• Meeting Coordination**: Organize and prepare for meetings, including taking minutes and ensuring follow-up actions are addressed.
• Confidentiality**: Handle confidential information and data with the utmost discretion.
• Communication and Coordination**: Communicate directives from the Director General to organizational units and report on updates.

• Document Archiving**: Archive documents such as incoming and outgoing correspondence, meeting minutes, and decisions.
• Official Representation**: Accompany the Director General during official missions and events.

Required Skills

1. Communication Skills:

• Proficient in spoken and written Arabic and English.
• Effective listening and non-verbal communication skills.
• Negotiation skills and ability to interact with individuals at various levels.

2. Organizational and Management Skills**:

• Efficient time management and prioritization abilities.
• Planning and organizing skills for meetings and events.
• Systematic management of information, files, and records.

3. Technical and Computer Skills:

• Proficient in office software, including Word, Excel, and PowerPoint.
• Familiarity with communication systems and email usage.
• Understanding of information technology principles and efficient application.

4. Emotional intelligence and personal attributes:

• Strong organizational skills and attention to detail.
• Adaptability to various situations and ability to handle pressure.
• Patience, flexibility, and problem-solving capability.

5. Knowledge of Protocol and Administrative Procedures:

• Familiarity with the basics of protocol and public relations.
• Understanding of administrative processes and systems within the organization.
• Knowledge of relevant laws and regulations related to the work.

• Minimum two years’ experience as an executive secretary to a high level
• Secondary school or bachelor degree