Secretary

Meraki Integrated Contracting LLC; Dubai; On-site; AED 89,000 - 156,000; Full time

Job summary

Meraki Integrated Contracting LLC in Dubai seeks an experienced Executive Secretary to support the Chairperson. The role involves managing calendars, preparing agendas and briefing materials, and handling high-level correspondence with internal and external stakeholders.

Responsibilities include coordinating domestic and international travel, organizing events, maintaining confidential records, and ensuring timely follow-ups on projects and deadlines.

Qualifications

• Excellent written and verbal communication abilities.
• High level of discretion, integrity, and emotional intelligence.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking abilities.
• Ability to manage stakeholder relationships and communicate effectively.

Responsibilities

• Manage the Chairperson’s calendar, schedule meetings, and coordinate appointments.
• Prepare meeting agendas, briefing materials, and presentations.
• Handle correspondence, emails, and calls on behalf of the Chairperson.
• Track and follow up on key decisions, tasks, and projects.
• Act as liaison between the Chairperson and internal/external stakeholders.
• Draft and proofread letters, reports, and official documents.
• Coordinate with senior leadership and department heads for smooth information flow.
• Plan and organize domestic and international travel itineraries.
• Manage travel documentation, accommodation, and logistics.
• Maintain office systems, databases, and confidential records.
• Support project follow-ups, deadlines, and deliverables.
• Handle special assignments, research, and reports as directed.
• Procurement of gifts, vendor/client items, and manage office events.
• Represent the Chairperson’s office with professionalism and discretion.

Skills

Organizational skills

Communication skills

Discretion & integrity

MS Office proficiency

Interpersonal skills

Pressure management

Tools

MS Office

Job description

Key Responsibilities:

Executive Support:

• Manage the Chairperson’s calendar, schedule meetings, and coordinate appointments.
• Prepare meeting agendas, briefing materials, and presentations.
• Handle correspondence, emails, and calls on behalf of the Chairperson.
• Track and follow up on key decisions, tasks, and projects.

Communication & Coordination:

• Act as a liaison between the Chairperson and internal/external stakeholders.
• Draft and proofread letters, reports, and official documents.
• Coordinate with senior leadership and department heads to ensure smooth information flow.

Travel & Logistics Management:

• Plan and organize domestic and international travel itineraries.
• Manage travel documentation, accommodation, and logistics.

Office & Project Management:

• Maintain the Chairperson’s office systems, databases, and confidential records.
• Support the Chairperson in project follow-ups, deadlines, and deliverables.Handle special assignments, research, and reports as directed.

Procurement & Event Management:

• Handle procurement of gifts, goodies for vendors, clients and visitors to the chairpersons office
• Manage events at the office/site or any celebrations or property launchs

Confidentiality & Professionalism:

• Manage sensitive information with absolute discretion.
• Represent the Chairperson’s office with professionalism, diplomacy, and integrity.

Key Skills & Competencies:

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• High level of discretion, integrity, and emotional intelligence.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal and stakeholder management skills.
• Ability to work under pressure and meet tight deadlines.

Qualifications & Experience:

• min 1 year of experience as an Executive Secretary, preferably supporting a Chairperson, CEO, MD or senior executive.
• Experience in managing complex schedules, international travel, and high-level correspondence.
• Great command over English and Hindi.
• UAE experience is a must
• Female Preferred