Secretary To Executive Director

Foster Technologies -Sole Proprietorship LLC; Abu Dhabi; On-site; AED 200,000 - 300,000; Full time

Job summary

A leading company in the Oil & Gas industry is seeking an Executive Assistant to support the Executive Director. The ideal candidate will manage calendars, facilitate communication with stakeholders, and coordinate projects while maintaining confidentiality and professionalism. Candidates should have a Bachelor's degree and prior experience in an executive support role.

Qualifications

• Minimum 1 year of experience as an executive assistant.
• Proficiency in office software is crucial.

Responsibilities

• Manage the Executive Director's calendar and meetings.
• Prepare meeting agendas and minutes for follow-up.
• Conduct research and prepare briefing materials.

Skills

Fluency in English

Organizational Skills

Interpersonal Skills

Problem-Solving

Attention to Detail

Education

Bachelor's degree in Business Administration, Management, or related field

Professional certifications (CAP or Executive Assistant Certification)

Tools

MS Office Suite

Project Management Tools

Job description

• Manage the Executive Director's calendar, ensuring optimal scheduling of meetings, events, and travel to enhance productivity.
• Prepare and distribute comprehensive meeting agendas and minutes, capturing key decisions and action items for follow-up.
• Serve as a primary point of contact between the Executive Director and internal/external stakeholders, fostering effective communication.
• Conduct thorough research and prepare briefing materials for the Executive Director, enabling informed decision-making.
• Oversee the coordination of special projects and initiatives, ensuring timelines and deliverables are met with precision.
• Maintain confidential files and documents, adhering to privacy protocols and safeguarding sensitive information.
• Assist in budget management by tracking expenses related to the Executive Director's activities and preparing reports as necessary.
• Facilitate logistics for events and travel, including itineraries, accommodations, and transportation arrangements.
• Implement and enhance office procedures and systems to improve efficiency and streamline operations.
• Support the Executive Director in strategic planning and organizational development activities through administrative assistance.

Desired Candidate Profile

• Bachelor's degree in Business Administration, Management, or a related field is preferred for a solid foundational knowledge.
• A minimum of 1 years of experience as an executive assistant or in a similar administrative role, demonstrating proficiency in supporting senior executives.
• Professional certifications such as Certified Administrative Professional (CAP) or Executive Assistant Certification can be a strong advantage.
• Fluency in English is required,.
• Strong technical skills in office software (e.g., MS Office Suite, project management tools) to enhance operational efficiency.
• Exceptional organizational skills and attention to detail, ensuring accuracy in all tasks and the ability to manage multiple priorities.
• Strong interpersonal skills to build relationships with diverse stakeholders and represent the Executive Director professionally.
• Proactive problem-solving abilities, with a knack for anticipating needs and addressing challenges before they escalate.
• A high degree of integrity and discretion in handling confidential information, reflecting professionalism and trustworthiness.

Employment Type

Full Time

Company Industry

• Oil & Gas

Department / Functional Area

• Top Management
• Senior Management

Keywords

• Executive Secretary

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