Executive Secertary to CEO & Office Manager

Role Summary
We are seeking a highly professional and dynamic Executive Secretary to the CEO & Office
Manager to serve as a trusted partner in driving executive effectiveness and ensuring seamless
office operations.
This role will primarily support the CEO, while also providing high -level coordination support to
the leadership team and overseeing the day -to -day administration of the office. The ideal
candidate will demonstrate exceptional organizational skills, discretion, and the ability to
manage multiple priorities in a fast -paced environment.

Key Responsibilities
Executive Support to CEO
• Provide comprehensive and proactive support to the CEO, ensuring effective
management of calendar, priorities, and engagements

• Manage complex scheduling, including internal meetings, external stakeholders, and
international travel arrangements

• Prepare reports, presentations, briefing materials, and professional correspondence on
behalf of CEO.

• Act as a key liaison between the CEO and internal/external stakeholders, ensuring clear
communication and timely follow -up

• Track strategic initiatives, action items, and deliverables, ensuring alignment and closure

• Handle confidential and sensitive information with the highest level of professionalism
and discretion

Executive & Leadership Coordination

• Provide structured administrative support to the leadership team as required

• Coordinate leadership meetings, including agenda preparation, logistics, and minutes of
meetings

• Support the development of presentations, dashboards, and business reports

• Ensure proper follow -up and alignment across departments on key decisions and
initiatives

• Coordinate Business travels for all C -level and teams

Office Management & Administration (Dubai)
• Oversee day -to -day administrative operations of the Dubai office
• Manage relationships with vendors, facility management, and service providers

• Ensure smooth office operations, including infrastructure, supplies, and workplace
readiness

• Support onboarding and administrative requirements for Dubai -based employees

• Strong knowledge of procuring laptops and IT setups with a focus on cost optimization
and efficiency

• Ensure compliance with local regulations and administrative standards

HR Coordination (Dubai Scope)

• Support HR -related activities in coordination with regional HR teams

• Maintain basic knowledge of UAE Labor Law to ensure compliance in administrative HR
matters

• Assist in employee documentation, onboarding coordination, and HR communications

• Act as a coordination point between Dubai employees and HR teams across other
countries

• Bachelor’s degree in Business Administration or a related field
Experience:

• 3–5 years of experience in Executive Secretary / Office Manager roles, preferably
supporting C -level executives

Skills & Competencies

• Exceptional communication skills in English (written and verbal)

• Strong organizational and multitasking abilities

• High level of professionalism, discretion, and confidentiality

• Strong emotional intelligence and stakeholder management skills

• Ability to work under pressure and manage competing priorities

• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)

Additional Requirements

• Based in Dubai with valid residency (preferred: spouse/family visa)