Job Description

Position Overview: The Executive Secretary provides high-level administrative support to the executive team and ensures the smooth and efficient operation of administrative functions and logistics. This role involves managing schedules, coordinating travel, organizing meetings, handling communication, logistics coordination and office management.

Key Responsibilities:

1. Administrative Support:

o Manage executive calendars, schedule meetings, and coordinate appointments.

o Draft, review, and send professional emails, letters, and other communication on behalf of executives.

o Maintain confidential files and records, ensuring their accuracy and security.

o Coordinate and assist in the preparation of meetings, including taking minutes and following up on action items.

o Handle sensitive information with the highest degree of confidentiality.

2. Logistics Coordination:

o Coordinate logistics for company events, meetings, and conferences.

o Handle shipping, deliveries, and coordination with external vendors and suppliers.

3. Communication & Relationship Management:

o Serve as a point of contact between executives, clients, and internal teams.

o Handle incoming calls, emails, and correspondence, prioritizing and responding as necessary.

o Build and maintain relationships with stakeholders, vendors, and clients.

4. Project Management:

o Assist with the planning and execution of special projects as assigned by the executive team.

o Ensure timely completion of projects by coordinating with relevant departments and tracking progress.

o Prepare and maintain project documentation and reports.

5. General Office Management:

o Oversee day-to-day office operations, ensuring a well-organized and efficient workplace.

o Manage office maintenance and coordinate with building management for repairs and upgrades.

o Support the development and implementation of office policies and procedures.

Qualifications:

• Bachelor's degree in Business Administration or a related field (preferred).
• Proven experience as an executive secretary, administrative assistant, or in a similar role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software.
• Ability to maintain a high level of discretion and confidentiality.
• Experience with PRO Related activity, specifically as applied in the Free Zones

Preferred Skills:

• Minimum of 5 years of experience in an executive support role.
• High attention to detail, proactive, ability to work independently, and maintain professionalism under pressure.
• Strong interpersonal skills and the ability to work collaboratively with cross-functional teams.

Interested candidates can send their updated CV to grand.lyn1(at)gmail.com

Location: Dubai Airport Free Zone

Work Timings: Sun-Thu, 8am-5pm

Fri-Sat OFF

Job Types: Full-time, Permanent

Experience:

• Secretarial: 3 years (Required)

Language:

• Tagalog (Required)