Executive Secretary
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Key skills for this role
About the Role
Vision Catalyst Construction LLC seeks an experienced Executive Secretary to provide comprehensive administrative support to senior management in Dubai. The role requires 5-8 years of experience, preferably in construction, with strong organizational and communication skills.
Key Skills for This Role
Responsibilities
- Provide full secretarial and administrative support to the Managing Director and senior management
- Manage calendars, schedule meetings, appointments, and travel arrangements
- Prepare, draft, edit, and distribute professional correspondence, reports, presentations, and meeting minutes
- Coordinate internal and external meetings, ensuring all required documents are prepared in advance
- Maintain confidential files, records, and company documentation
- Screen phone calls, emails, and visitors, directing inquiries appropriately
- Coordinate with departments to ensure timely follow up on management instructions
- Organize and maintain office filing systems, both electronic and physical
- Handle document control, approvals, and correspondence related to company operations
- Assist in preparing tender documents, contracts, and business presentations when required
- Liaise with clients, consultants, suppliers, and government authorities professionally
- Monitor office supplies and coordinate administrative requirements
Requirements
- Bachelor's degree or Diploma in Business Administration or related field
- 5 8 years of experience as an Executive Secretary or Executive Assistant
- Construction industry experience highly preferred
- Excellent verbal and written communication skills in English
- Proficiency in Microsoft Office Suite
- Strong organizational and multitasking abilities
- Ability to maintain confidentiality and professionalism
Full Job Posting
Job Summary
- Seeking a highly organized and professional Executive Secretary to provide comprehensive administrative and secretarial support to senior management.
- Ideal candidate will possess excellent communication, coordination, and organizational skills, with the ability to handle confidential information and manage multiple priorities efficiently.
Key Responsibilities
- Provide full secretarial and administrative support to the Managing Director and senior management.
- Manage calendars, schedule meetings, appointments, and travel arrangements.
- Prepare, draft, edit, and distribute professional correspondence, reports, presentations, and meeting minutes.
- Coordinate internal and external meetings, ensuring all required documents are prepared in advance.
- Maintain confidential files, records, and company documentation.
- Screen phone calls, emails, and visitors, directing inquiries appropriately.
- Coordinate with departments to ensure timely follow up on management instructions.
- Organize and maintain office filing systems, both electronic and physical.
- Handle document control, approvals, and correspondence related to company operations.
- Assist in preparing tender documents, contracts, and business presentations when required.
- Liaise with clients, consultants, suppliers, and government authorities professionally.
- Monitor office supplies and coordinate administrative requirements.
Requirements
- Bachelor's degree or Diploma in Business Administration or a related field.
- 5–8 years of experience as an Executive Secretary or Executive Assistant.
- Construction industry experience is highly preferred.
- Excellent verbal and written communication skills in English.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational and multitasking abilities.
- Excellent time management and attention to detail.
- Ability to maintain confidentiality and professionalism.
- Knowledge of UAE business practices is an advantage.
Work Location
- In person
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