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Executive Secretary
AL ETIHAD GOLD
Dubai, UAE
Full Time
Mid
Onsite
1 weeks ago
Calendar ManagementTravel CoordinationCorrespondence ManagementMeeting CoordinationDocumentationMS Office
Free
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Calendar ManagementTravel CoordinationCorrespondence Management
About the Role
Al Etihad Gold is seeking an Executive Secretary to provide comprehensive support to the Managing Director. The role involves calendar management, correspondence, meeting coordination, documentation, and administrative tasks.
Key Skills for This Role
Calendar ManagementTravel CoordinationCorrespondence ManagementMeeting CoordinationDocumentationMS Office
Responsibilities
- Manage the MD's calendar, appointments, and meetings, resolving scheduling conflicts proactively
- Coordinate travel arrangements, itineraries, visas, and accommodation
- Draft, review, and manage emails, letters, memos, and reports on behalf of the MD
- Screen and prioritize calls, emails, and visitors
- Act as a liaison between the MD and internal departments, clients, and external partners
- Organize board meetings, management meetings, and client meetings
- Prepare agendas, take minutes, and follow up on action items
- Maintain confidential files, records, and documents
- Prepare presentations, reports, and briefing materials as required
- Handle expense reports, invoices, and reimbursements related to the MD's office
Requirements
- Bachelor's degree in Business Administration, Management, or related field (preferred)
- 2–3+ years of experience as a secretary/executive assistant, preferably supporting senior management or C level executives
- Excellent verbal and written communication skills
- Strong organizational and time management abilities
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
- High level of professionalism, discretion, and confidentiality
- Ability to multitask and work under pressure
- Strong interpersonal skills and a polished, professional demeanor
- Flexibility to work extended hours when required
- Fluency in English
Full Job Posting
Role Description
- To provide comprehensive secretarial, administrative, and organizational support to the Managing Director, ensuring smooth day to day operations of the executive office and effective coordination between the MD and internal/external stakeholders.
Key Responsibilities
- Manage the MD's calendar, appointments, and meetings, resolving scheduling conflicts proactively
- Coordinate travel arrangements, itineraries, visas, and accommodation
- Draft, review, and manage emails, letters, memos, and reports on behalf of the MD
- Screen and prioritize calls, emails, and visitors
- Act as a liaison between the MD and internal departments, clients, and external partners
- Organize board meetings, management meetings, and client meetings
- Prepare agendas, take minutes, and follow up on action items
- Maintain confidential files, records, and documents
- Prepare presentations, reports, and briefing materials as required
- Handle expense reports, invoices, and reimbursements related to the MD's office
Requirements
- Bachelor's degree in Business Administration, Management, or related field (preferred)
- 2–3+ years of experience as a secretary/executive assistant, preferably supporting senior management or C level executives
- Excellent verbal and written communication skills
- Strong organizational and time management abilities
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
- High level of professionalism, discretion, and confidentiality
- Ability to multitask and work under pressure
- Strong interpersonal skills and a polished, professional demeanor
- Flexibility to work extended hours when required
- Fluency in English
Company Description
- Al Etihad Gold is one of the largest and fastest growing gold and silver refineries in the region, with roots in the traditional gold souks established by Bahrain’s Khalaf family in the late 1940s.
- Founded in 2009, the company combines industry heritage with modern refining, smelting, assaying, diamond removal, and minting technologies.
- Al Etihad adheres to rigorous international quality and compliance standards and holds DGD accreditation for Gold and Silver from the Dubai Multi Commodities Centre (DMCC).
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