Secretary Personal Assistant Job in Dubai, United Arab Emirates

NAFFCO; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

UAE Job Alert in Dubai is seeking an Executive Assistant to provide comprehensive administrative support to our executive team. The role manages calendars, communications, meetings, travel, and office operations to ensure smooth day-to-day activities.

You will handle confidential information with discretion, assist in reporting and presentations, coordinate cross-functional tasks, and support budgeting and expense processes as needed. A proactive, organized professional is desired.

Qualifications

• High school diploma required; bachelor's preferred.
• Minimum 2 years in administrative or executive support.
• Strong written and verbal communication.
• Fluency in English; other languages a plus.

Responsibilities

• Calendar management: Prioritize and manage executive calendar, optimize appointments and deadlines.
• Communication management: Primary liaison for internal and external messages.
• Meeting coordination: Prepare agendas, take minutes, follow up on action items.
• Research & reporting: Conduct research, prepare reports, assist in creating presentations.
• Travel arrangements: Coordinate itineraries, accommodations, transportation.
• Confidentiality management: Handle sensitive information with discretion.
• Project support: Track deadlines, budgets, deliverables, provide updates.
• Office organization: Filing systems, supplies, workspace optimization.
• Process improvement: Develop and implement admin processes to improve efficiency.
• Financial assistance: Support expense tracking and invoice processing.

Skills

Organizational skills

Communication

Email etiquette

English fluency

Time management

Education

High school diploma

Bachelor’s degree in business administration or related field

Tools

Microsoft Office Suite

Project management tools

Job description

Job Overview:

We seek a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will manage the executive's calendar, facilitate communication, coordinate meetings, and handle various administrative tasks, ensuring efficient office operations and seamless day-to-day activities.

Key Responsibilities:

• Calendar Management: Efficiently prioritize and manage the executive's calendar, optimizing appointments, meetings, and deadlines to enhance productivity.
• Communication Management: Act as the primary liaison for internal and external communications, ensuring the timely and effective delivery of messages.
• Meeting Coordination: Prepare meeting agendas, take detailed minutes, and follow up on action items to ensure successful completion.
• Research & Reporting: Conduct research, prepare reports, and assist in creating presentations to support decision-making and strategic planning.
• Travel Arrangements: Coordinate travel logistics, including itineraries, accommodations, and transportation, ensuring smooth and efficient travel experiences.
• Confidentiality Management: Handle confidential information with discretion and professionalism, maintaining high integrity.
• Project Support: Assist in project management by tracking deadlines, budgets, and deliverables while providing regular updates to stakeholders.
• Office Organization: Maintain office organization, including efficient filing systems, supplies management, and workspace optimization.
• Process Improvement: Develop and implement administrative processes to streamline office operations and improve efficiency.
• Financial Assistance: Support financial operations, including expense tracking and invoice processing, ensuring accuracy and compliance.

Desired Candidate Profile:

• Education: High school diploma required; Bachelor's degree in business administration or a related field preferred.
• Experience: Minimum 2 years of experience in administrative or executive support roles within a corporate environment.
• Skills:
• Proficient in Microsoft Office Suite and project management tools.
• Strong organizational skills with the ability to juggle multiple tasks and deadlines.
• Exceptional verbal and written communication skills, including professional email etiquette and report writing.
• Fluency in English is required; additional language skills are a plus.
• Competencies:
• Demonstrated ability to work independently and collaboratively in a dynamic, fast-paced environment.
• Strong cultural sensitivity and experience working with diverse teams across different regions.
• A proactive, resourceful attitude and a commitment to professionalism and service excellence.

Keywords for Search Optimization:

• Executive Assistant
• Calendar Management
• Administrative Support
• Project Management
• Travel Coordination
• Office Organization
• Research and Reporting
• Communication Management
• Confidentiality and Discretion
• Expense Tracking and Invoice Processing
• Organizational Skills
• Professional Email Etiquette
• Microsoft Office Suite
• Multitasking and Deadline Management
• Cultural Sensitivity
• Team Collaboration

This job description is designed to attract highly skilled professionals passionate about organization, communication, and supporting executive leadership.