Secretary

DAMAC Group; Dubai; On-site; AED 180,000 - 280,000; Full time

Job summary

DAMAC Group is seeking an experienced Executive Assistant to support the VP with high-level administrative tasks in Dubai. You will handle emails, calls, travel, reports, and meeting logistics to ensure smooth business operations.

The role requires 5+ years of secretarial experience, C-suite exposure, and at least 2 years in the UAE. You will be the primary point of contact for internal and external stakeholders and must adapt to a fast-paced schedule.

Qualifications

• Minimum 5 years of similar experience.
• Must have worked at C-suite level.
• Minimum 2 years in the UAE.
• Must be able to adapt to the busy schedule of the VP's Office.

Responsibilities

• Answer emails and calls to support office functions.
• Act as first contact for internal/external parties to contact or meet the VP.
• Prepare reports and presentations for meetings and discussions.
• Arrange VP meetings, draft agendas, and prepare minutes.
• Attend key meetings with required documents.
• Manage the VP’s calendar and prioritise sensitive matters.
• Maintain contact records for employees, customers, suppliers, and partners.
• Support recruitment of key resources in the organization.
• Prepare and disseminate required correspondence, memos, and forms for the VP.
• Arrange travel with detailed itineraries in coordination with internal teams.
• Undertake ad-hoc tasks and coordinate with stakeholders to ensure timely delivery.

Skills

Secretarial work

Calendar management

C-suite support

Travel arrangements

Meeting coordination

Stakeholder liaison

Job description

• Perform a variety of secretarial and administrative duties including answering emails, phone calls to support the smooth functioning of the office.
• Act as a first point of contact for both internal and external parties who wish to contact or meet the VP to ensure effective prioritizing to facilitate business requirements as directed.
• Prepare and compile documentation including project and departmental related reports, presentation ensuring they are completed and prepared in time for meetings and discussions.
• Arrange meetings called by the VP along with drafting subsequent agendas and preparing minutes of meetings as required.
• Attend all key meetings, as required, at the appointed times ensuring availability of all relevant documents needed to facilitate the achievement of business objectives.
• Manage the reporting line’s calendar, including making appointments and prioritizing the most sensitive matters, as per the Office Manager’s directions.
• File, maintain, and update contact information of employees, customers, suppliers, and external partners for easy access.
• Provide support in the recruitment process of key resources in the organization.
• Prepare and ensure accurate and timely dissemination of required correspondence, memos, and forms on behalf of the reporting line.
• Make the necessary travel arrangements and detailed travel itineraries for the reporting line by coordinating with the relevant internal team.
• Undertake any ad-hoc tasks assigned and co-ordinate with the concerned stakeholders to ensure timely delivery and quality as per expectations.
• Minimum 5 years of similar experience, Must have worked within a C suite level and have a minimum of 2 years in the UAE
• Must be able to adapt to the busy schedule of the VP's Office