indeed
Executive Secretary
Media Group FZ LLC
Dubai, UAE
Full Time
Mid
Onsite
AED 3,500/month / month
3 weeks ago
Microsoft ExcelMicrosoft WordMicrosoft PowerPointMicrosoft OutlookProject CoordinationOperations Coordination
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About the Role
Media Group FZ LLC is looking for a highly organized Executive Assistant & Operations Coordinator in Dubai. The role involves executive support, project coordination, commercial support, documentation, finance follow-up, and logistics coordination.
Key Skills for This Role
Microsoft ExcelMicrosoft WordMicrosoft PowerPointMicrosoft OutlookProject CoordinationOperations Coordination
Responsibilities
- Manage executive calendars, schedule meetings, and coordinate travel arrangements
- Prepare agendas, presentations, reports, meeting summaries, and professional correspondence
- Act as a liaison between management, suppliers, consultants, distributors, partners, and other external stakeholders
- Handle confidential business information with discretion and professionalism
- Maintain organized records of key business documents, contracts, agreements, and communications
- Ensure timely follow up on management action items and commitments
- Maintain and update project tracking files and operational dashboards
- Monitor ongoing projects and ensure timely follow up on pending actions
- Prepare project status reports and executive summaries
- Coordinate with suppliers, consultants, partners, and service providers to ensure projects move forward efficiently
Requirements
- Minimum 6 years of professional experience in executive assistance, operations coordination, project coordination, administration, or a similar role
- Bachelor's degree in Business Administration, Management, Finance, Operations, or a related field
- Advanced proficiency in Microsoft Excel, Word, PowerPoint, and Outlook
- Excellent written and verbal communication skills
- Fluent in English (mandatory)
Full Job Posting
Position Overview
- We are looking for a highly organized, proactive, and autonomous Executive Assistant & Operations Coordinator to support management in the day to day operations of the company.
- The role involves coordinating projects, maintaining business and administrative follow up systems, organizing documentation, monitoring operational activities, and ensuring that priorities move forward efficiently.
Key Responsibilities
- Manage executive calendars, schedule meetings, and coordinate travel arrangements when required.
- Prepare agendas, presentations, reports, meeting summaries, and professional correspondence.
- Act as a liaison between management, suppliers, consultants, distributors, partners, and other external stakeholders.
- Handle confidential business information with a high level of discretion and professionalism.
- Maintain organized records of key business documents, contracts, agreements, and communications.
- Ensure timely follow up on management action items and commitments.
- Maintain and update project tracking files and operational dashboards.
- Monitor ongoing projects and ensure timely follow up on pending actions.
- Identify priorities, deadlines, and blockers requiring management attention.
- Prepare project status reports and executive summaries.
- Coordinate with suppliers, consultants, partners, and service providers to ensure projects move forward efficiently.
- Anticipate operational needs and proactively propose solutions.
Commercial & Business Development Support
- Maintain and update prospect and distributor databases.
- Track commercial opportunities by country, status, and next actions.
- Maintain organized records of commercial discussions and opportunities.
- Assist in the preparation and coordination of commercial documentation and presentations.
- Ensure timely follow up on commercial opportunities when required.
Documentation & Regulatory Coordination
- Organize and maintain structured records of registrations, certificates, artworks, technical documentation, and supporting files.
- Track registration progress and documentation requirements.
- Ensure all documentation is properly classified, updated, and easily accessible.
- Coordinate documentation requests with consultants, suppliers, and partners.
Finance & Administrative Follow Up
- Maintain invoice tracking files.
- Monitor invoice status and keep records updated (paid, pending, partially paid, overdue).
- Ensure all supporting documents are properly filed and organized.
- Maintain accurate financial follow up records and reporting dashboards.
- Coordinate with management and external service providers regarding financial documentation.
Logistics & Inventory Coordination
- Maintain inventory and stock tracking files.
- Monitor shipment status and logistics follow up.
- Ensure inventory, packaging, and shipment records remain updated and accurate.
- Coordinate administrative aspects related to order fulfillment and deliveries.
Qualifications
- Minimum 6 years of professional experience in executive assistance, operations coordination, project coordination, administration, or a similar role.
- Bachelor's degree in Business Administration, Management, Finance, Operations, or a related field.
- Advanced proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.
- Excellent organizational and reporting skills.
- Strong ability to manage multiple projects and priorities simultaneously.
- Excellent written and verbal communication skills.
- Fluent in English (mandatory).
- French and/or Arabic are a strong advantage.
- High level of professionalism, discretion, and integrity.
Skills & Competencies
- Exceptional organizational skills and attention to detail.
- Strong ability to work independently and take ownership of responsibilities.
- Fast execution and ability to work efficiently under deadlines.
- Strong follow up and coordination capabilities.
- Ability to adapt quickly to changing priorities.
- Strong problem solving skills and resourcefulness.
- Ability to structure information and maintain accurate records.
- Proactive mindset with a strong sense of accountability.
What We Are Looking For
- Work autonomously with limited supervision.
- Take ownership of assigned responsibilities.
- Be highly organized and detail oriented.
- Work quickly and efficiently.
- Adapt easily to changing priorities.
- Maintain accurate and well structured tracking systems.
- Ensure timely follow up on projects, documentation, invoices, opportunities, and operational activities.
Pay
- AED 4,000.00 AED 5,000.00 per month
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