Secretary Cum Receptionist

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

We are looking for a smart professional well-organized and multitasking Executive Secretary who can efficiently manage front desk operations the CEO s personal and professional activities HR responsibilities travel arrangements meeting schedules and daily administrative operations The ideal candidate should have excellent communication skills strong organizational abilities confidentiality and the capability to independently handle multiple responsibilities

CEO Personal & Executive Assistance

• Manage the CEO's daily schedule, appointments, meetings, and calendar.
• Handle the CEO's personal and professional activities and commitments.
• Coordinate personal and business travel arrangements.
• Manage confidential documents, emails, calls, and correspondence.
• Follow up on assigned tasks, pending work, and important deadlines.
• Coordinate with clients, business partners, suppliers, and management.
• Prepare reports, presentations, letters, and other business documents.

Front Desk & Reception Management

• Welcome and assist visitors, clients, and business associates professionally.
• Answer and manage incoming calls, emails, and WhatsApp communications.
• Handle inquiries and direct them to the appropriate departments.
• Maintain visitor records and ensure smooth reception operations.
• Manage courier services, deliveries, and office correspondence.

HR & Recruitment Responsibilities

• Post job vacancies and coordinate recruitment activities.
• Screen CVs, shortlist candidates, and schedule interviews.
• Coordinate employee onboarding and joining formalities.
• Maintain employee records, attendance, leave, and HR documentation.
• Assist with employment contracts, offer letters, and HR-related correspondence.
• Coordinate employee visa applications, renewals, medical tests, Emirates ID, and other documentation with authorized service providers.
• Support payroll preparation and other HR administrative tasks.
• Maintain confidentiality of employee information.

Travel, Hotel, Flight & Visa Arrangements

• Book domestic and international flight tickets.
• Arrange hotel reservations, airport transfers, and transportation.
• Prepare travel itineraries for the CEO and company staff.
• Coordinate business and tourist visa applications and required documentation.
• Manage travel bookings, cancellations, changes, and follow-ups.
• Coordinate with travel agencies, hotels, airlines, and visa service providers.
• Organize travel arrangements for exhibitions, conferences, and business meetings.

Meeting & Appointment Coordination

• Schedule internal and external meetings for the CEO.
• Coordinate appointments with clients, suppliers, and business partners.
• Arrange meeting venues, conference rooms, and online meetings.
• Prepare meeting agendas and record minutes when required.
• Send meeting invitations, reminders, and follow-up emails.
• Maintain the CEO's calendar and avoid scheduling conflicts.

Office Administration & Documentation

• Handle day-to-day office administrative operations.
• Maintain proper filing systems for company documents and records.
• Prepare official letters, emails, quotations, and reports.
• Monitor office supplies and coordinate purchases.
• Coordinate with banks, government departments, vendors, and service providers.
• Monitor company license renewals, agreements, and important deadlines.
• Assist with company documentation, KYC requirements, and administrative compliance.
• Coordinate office maintenance and facility-related requirements.