Secretary to Chairman

A Leading Engineering Company In UAE; Business Bay; On-site; AED 200,000 - 300,000; Full time

Job summary

An engineering firm in Dubai is seeking a highly organized Secretary to support its Chairman. The ideal candidate should have a Bachelor’s degree in Business Administration and a minimum of 5 years' experience in executive support. Responsibilities include managing schedules, drafting correspondence, and organizing events. Candidates should be proficient in Microsoft Office Suite and possess strong organizational and communication skills. This role is vital for ensuring smooth executive operations.

Qualifications

• Minimum of 5 years experience in an executive support role.
• Experience in corporate environments, preferably in industries like finance, healthcare, or technology.
• Fluency in English; additional languages a plus.

Responsibilities

• Manage and prioritize an executive's schedule.
• Draft, edit, and format correspondence and reports.
• Act as a liaison between the executive and stakeholders.
• Organize and coordinate meetings and events.
• Conduct research and compile data for presentations.
• Handle confidential information with discretion.
• Assist in project management tasks.
• Manage travel arrangements.
• Maintain efficient office systems.
• Support financial tasks like budget tracking.

Skills

Organizational skills

Communication skills

Discretion

Interpersonal skills

Attention to detail

Education

Bachelor's degree in Business Administration

Certification in Executive Secretarial Studies

Tools

Microsoft Office Suite

Digital communication tools

Job description

We are seeking a highly organized and proactive Secretary to support the Chairman of a leading EPC contractor in the oil and gas sector. This role demands excellent communication skills, discretion, and the ability to manage multifaceted tasks in a fast-paced environment. The ideal candidate will facilitate efficient time management, coordinate meetings, and ensure smooth correspondence to contribute effectively to the company’s executive operations.

Responsibilities

• Manage and prioritize an executive's schedule, ensuring optimal use of their time while anticipating their needs and preferences.
• Draft, edit, and format correspondence and reports, maintaining a high standard of professionalism and accuracy in all communications.
• Act as a liaison between the executive and internal/external stakeholders, facilitating clear communication and fostering relationships.
• Organize and coordinate social activities, company events, meetings, including preparing agendas, taking minutes, and following up on action items to ensure accountability.
• Conduct research and compile data for presentations, enabling the executive to make informed decisions backed by solid information.
• Handle confidential information with discretion, ensuring that sensitive matters are managed with the utmost integrity and security.
• Assist in project management tasks by tracking progress, deadlines, and deliverables, helping the executive stay on top of initiatives.
• Manage travel arrangements, including itineraries and accommodations, to ensure seamless and efficient travel experiences.
• Implement and maintain efficient office systems, including filing, record-keeping, and digital organization, to enhance productivity.
• Support financial tasks such as budget tracking and expense reporting, providing the executive with accurate financial insights.

Qualifications

• Bachelor's degree in Business Administration or a related field, providing a strong foundation in organizational and communication skills.
• A minimum of 5 years experience in a similar executive support role, demonstrating proven capabilities in managing high-level responsibilities.
• Certification in Executive Secretarial Studies or Office Management, showcasing a commitment to professionalism and skill enhancement.
• Experience in corporate environments, particularly in industries like finance, healthcare, or technology, to understand industry-specific dynamics.
• Preference for candidates fluent in English, with additional language proficiency considered a valuable asset for global communication.
• Proficient in Microsoft Office Suite and advanced knowledge of digital communication tools, ensuring efficient task execution.
• Strong organizational skills and attention to detail, enabling the management of multiple priorities with precision and effectiveness.
• Exceptional interpersonal and communication skills.