Senior Executive Coordination & Follow-Up Specialist

Dubai Careers - A Smart Dubai Initiative; Dubai; On-site; AED 201,000 - 290,000; Full time

Job summary

Dubai Civil Aviation Authority in the United Arab Emirates seeks a seasoned Executive Secretary to provide high-level administrative and coordination support to the Executive Director and Directors, ensuring efficient communications, meeting management, and meticulous documentation.

You'll handle confidential information, manage calendars, prepare reports and minutes, coordinate with internal departments and external stakeholders, and contribute to achieving sector KPIs within DCAA.

Qualifications

• Bachelor’s degree in Business Management or equivalent is required.
• Executive Secretarial and Office Administration certification is desirable.
• Minimum 11 years of progressive administrative experience; 5 years with BA; 3 years with MA.

Responsibilities

• Enhanced Executive Administrative Support: Provide high-level administrative support to the Executive Director and sector leadership, including drafting official correspondence, reports, and meeting minutes, while ensuring accurate documentation and filing systems.
• Meeting & Calendar Management: Manage sector meetings, appointments, agendas, minutes, and action-item tracking.
• Communication & Circulation: Facilitate circulation of official communications to stakeholders for awareness and actions.
• Task & Deadline Coordination: Coordinate tasks and deadlines with internal departments, government entities, and external stakeholders.
• Documentation & Reporting: Organize sector documents and assist in monthly reports for review by the Director General.
• Confidentiality & Information Management: Handle confidential information with discretion per DCAA policies.
• Office Systems & Database Management: Maintain administrative databases and contact lists with data accuracy.
• Meeting & Visit Coordination: Arrange logistics for meetings and official visits with stakeholders.
• Stakeholder Coordination & Protocol Support: Support coordination with stakeholders, ensuring smooth logistics and adherence to protocol.
• Process Improvement & Administrative Efficiency: Review and enhance processes to improve efficiency.
• Operational Support for Plans & KPIs: Monitor sector plans and KPIs and update records.
• Information Security & Compliance: Ensure compliance with ISR and information security policies; address audits.
• Other Duties: Perform additional duties as assigned.

Education

Bachelor’s degree in Business Management

Job description

Dubai Civil Aviation Authority in the United Arab Emirates seeks a seasoned Executive Secretary to provide high-level administrative and coordination support to the Executive Director and Directors, ensuring efficient communications, meeting management, and meticulous documentation.

You'll handle confidential information, manage calendars, prepare reports and minutes, coordinate with internal departments and external stakeholders, and contribute to achieving sector KPIs within DCAA.