Executive Secretary
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Key skills for this role
About the Role
Talent Blueprint FZ LLC is seeking an experienced Executive Secretary to support the Managing Director of a prominent consultancy firm in the construction industry. The role requires 7-10 years of C-level support experience, strong organizational skills, and proficiency in AI tools and Microsoft Office.
Key Skills for This Role
Responsibilities
- Manage and coordinate the Managing Director’s calendar, including executive meetings and business engagements
- Prepare, review, and organize business reports, presentations, proposals, and executive documentation
- Handle highly confidential information relating to business operations and strategic matters
- Coordinate executive meetings with investors, financial institutions, government entities, and senior management
- Prepare meeting agendas, briefing notes, minutes of meetings, and track follow up actions
- Serve as primary liaison between Managing Director and internal/external stakeholders
- Organize and coordinate executive travel arrangements, international business trips, and corporate events
- Utilize AI powered productivity tools to enhance reporting, document preparation, and workflow efficiency
Requirements
- Bachelor's Degree in Business Administration, Finance, Management, or related field
- Minimum 7–10 years of experience supporting C level executives
- Prior experience in construction, real estate, investment, or related fields highly preferred
- Strong proficiency in AI tools and digital productivity platforms
- Advanced proficiency in Microsoft Office Suite
- Excellent written and verbal communication skills in English
- Valid UAE Driving License is mandatory
- Willingness and ability to travel within GCC and internationally
Full Job Posting
Position Overview
- We are seeking a highly organized, proactive, and professional Executive Secretary to provide comprehensive executive and administrative support to the Managing Director.
- This role is critical in ensuring seamless coordination of executive activities, strategic initiatives, stakeholder communications, and confidential business matters.
- The ideal candidate will possess strong business acumen, exceptional organizational skills, and the ability to operate effectively in a fast paced environment.
Key Responsibilities
- Manage and coordinate the Managing Director’s calendar, including executive meetings, project reviews, investment discussions, financial briefings, and business engagements.
- Prepare, review, and organize business reports, presentations, proposals, correspondence, and executive documentation.
- Handle highly confidential information relating to business operations, financial transactions, strategic partnerships, investments, joint ventures, and board level matters.
- Coordinate executive meetings with investors, financial institutions, government entities, business partners, and senior management teams.
- Prepare meeting agendas, briefing notes, minutes of meetings, and track follow up actions to ensure timely execution.
- Serve as the primary liaison between the Managing Director and internal departments, external stakeholders, consultants, and business partners.
- Monitor and follow up on key projects, strategic initiatives, investment decisions, and organizational priorities.
- Draft professional communications, business correspondence, reports, official letters, and executive presentations.
- Coordinate interactions with government authorities, regulatory bodies, financial institutions, and external consultants as required.
- Organize and coordinate executive travel arrangements, international business trips, investor roadshows, conferences, site visits, and corporate events.
- Maintain and manage executive records, project documentation, contracts, regulatory submissions, financial reports, and business correspondence.
- Utilize AI powered productivity tools to enhance reporting, document preparation, research, scheduling, and workflow efficiency.
Required Qualifications
- Bachelor’s Degree in Business Administration, Finance, Management, or a related field.
- Minimum 7–10 years of experience supporting C level executives, Managing Directors, CEOs, Chairpersons, or senior leadership teams.
- Prior experience within construction, real estate, investment, infrastructure, financial services, or diversified business groups is highly preferred.
- Strong proficiency in AI tools and digital productivity platforms.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills in English.
- Knowledge of Hindi and/or Urdu will be considered an added advantage.
- Valid UAE Driving License is mandatory.
- Willingness and ability to travel within the GCC and internationally as required.
Key Competencies
- Understanding of construction project lifecycles, property development processes, and investment structures.
- Familiarity with business planning, executive reporting, and basic financial analysis.
- Exceptional organizational and time management capabilities.
- Strong attention to detail with excellent follow through.
- Ability to prioritize multiple assignments in a dynamic and demanding environment.
- Strong analytical, problem solving, and decision support skills.
- High degree of professionalism, integrity, discretion, and confidentiality.
- Strong interpersonal and stakeholder management skills.
- Self motivated, proactive, and capable of working independently.
- Ability to remain composed and effective under pressure and tight deadlines.
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