Personal Assistant Secretary

XPlus Printing Press; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Xplus Printing Press LLC in Dubai seeks a proactive Personal Assistant to support an executive team. You will manage complex calendars, screen communications, and coordinate meetings with internal and external stakeholders.

The role requires 2–3+ years of administrative experience, strong MS Office and Google Workspace skills, and excellent English. Arabic skills are a plus. The ideal candidate is organized, discreet, and proactive.

Qualifications

• 2–3+ years in a PA/Executive Secretary/Administrative Assistant role.
• Proficiency with MS Office, Google Workspace and scheduling tools.
• Excellent English communication; Arabic or regional languages a plus.

Responsibilities

• Maintain and organize daily, weekly, and monthly calendars.
• Screen calls, emails, WhatsApp messages, and official mail.
• Draft, proofread and format letters, memos, reports, presentations and meeting minutes.
• Plan domestic and international travel, including flights, hotels, itineraries and visas.
• Set up and maintain physical and digital filing systems and confidential documents.
• Act as primary liaison between executive and internal departments, clients, vendors and authorities.
• Handle expense tracking, office supplies, event coordination and occasional personal errands.

Skills

Discretion

Organization

Time management

Proactiveness

Interpersonal etiquette

Education

High school diploma or Bachelor's degree in Business Administration

Tools

Microsoft Office Suite

Google Workspace

Scheduling tools

Job description

Calendar Schedule Management

Maintain and organize complex daily weekly and monthly calendars schedule appointments and coordinate internal and external meetings

Correspondence Communication

Screen answer and direct phone calls emails WhatsApp messages and official mail

Document Report Preparation

Draft proofread and format letters memos reports presentations and meeting minutes

Travel Logistics

Plan domestic and international travel including flights hotel bookings itineraries and visa arrangements

Record Keeping Filing

Set up and maintain physical and digital filing systems tracking contracts confidential documents and records

Stakeholder Liaison

Act as the primary point of contact between the executive and internal departments clients vendors and government authorities

Ad-Hoc Personal Support

Handle expense tracking office supplies monitoring event coordination and occasional personal errands

Education

High school diploma or a Bachelor's degree in Business Administration, Management, or a related field.

Experience

Proven experience (typically 2 to 3+ years) working as a Personal Assistant, Executive Secretary, or Administrative Assistant.

Technical Skills

Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and digital scheduling or communication tools.

Language Proficiency

Excellent verbal and written communication skills in English; bilingual abilities (such as Arabic or regional languages) are often preferred.

Essential Soft Skills

• Discretion & Confidentiality: Ability to handle sensitive business and personal information with strict trust.
• Organization & Time Management: Strong capability to multitask, prioritize urgent tasks, and meet tight deadlines.
• Proactiveness & Problem-Solving: Anticipating the executive's needs before issues arise and adapting quickly to schedule changes.
• Interpersonal Etiquette: Professional presentation, calm demeanor under pressure, and polished communication manners.