Executive Secretary

Role Overview

This opportunity is with a well-established consultancy operating in the construction sector. The business is looking for a polished and highly organized Executive Secretary to support the Managing Director with executive coordination, administrative oversight, stakeholder communication, and sensitive business matters. The position plays a key role in keeping leadership activity organized and ensuring day-to-day executive operations run smoothly across construction, real estate, investment, and other diversified business areas.

Executive and Strategic Support

• Keep the Managing Director’s schedule organized, covering leadership meetings, project reviews, investment discussions, financial updates, and other business commitments.
• Draft, refine, arrange, and manage reports, presentations, proposals, correspondence, and other executive materials.
• Safeguard highly confidential information connected to operations, financial dealings, strategic alliances, investments, joint ventures, and board-level subjects.
• Arrange meetings with investors, banks, government bodies, business partners, and senior leadership teams.
• Prepare agendas, briefing papers, meeting minutes, and action trackers to support timely completion of follow-ups.

Stakeholder Communication and Coordination

• Act as the main point of contact between the Managing Director and internal teams, external consultants, partners, and other stakeholders.
• Track important projects, strategic priorities, investment decisions, and organizational action items, then follow up to keep progress on track.
• Write formal business communication, executive correspondence, official letters, reports, and presentation content.
• Liaise with government departments, regulatory authorities, financial institutions, and outside advisors as needed.

Administrative and Operational Support

• Coordinate executive travel, including international trips, investor roadshows, conferences, site visits, and corporate events.
• Maintain organized records for executive files, project documents, contracts, regulatory paperwork, financial reports, and business correspondence.
• Build and update executive dashboards and progress summaries covering ongoing developments, investments, capital projects, and strategic initiatives.
• Keep document control and filing systems efficient while ensuring confidentiality is never compromised.

AI and Digital Productivity

• Use AI-enabled productivity tools to improve research, scheduling, document preparation, reporting, and workflow efficiency.
• Apply AI solutions for presentation creation, business analysis, meeting recaps, and executive communication support.
• Look for practical ways to increase executive office productivity through automation and digital transformation.

Qualifications and Experience

The ideal candidate should hold a bachelor’s degree in Business Administration, Finance, Management, or a related discipline. A minimum of 7 to 10 years’ experience supporting C-level leaders, such as Managing Directors, CEOs, Chairpersons, or senior management teams, is required. Background in construction, real estate, investment, infrastructure, financial services, or diversified business groups is strongly preferred.

Strong command of AI tools and digital productivity platforms is important, along with advanced skills in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook. Exposure to project management tools, collaboration platforms, or CRM systems will be an advantage.

Excellent written and spoken English is essential. Knowledge of Hindi and/or Urdu will be considered a plus. A valid UAE driving license is mandatory, and the candidate must be willing to travel within the GCC and internationally when required.

Core Competencies

• Sound understanding of construction project stages, property development processes, and investment frameworks.
• Working knowledge of business planning, executive reporting, and basic financial analysis.
• Strong organization, planning, and time management abilities.
• Sharp attention to detail with a consistent focus on follow-through.
• Ability to manage several priorities in a busy, fast-moving environment.
• Solid analytical thinking, problem-solving ability, and support in decision-making.
• High professional standards, integrity, discretion, and confidentiality.
• Effective interpersonal skills and stakeholder handling.
• Self-driven, proactive, and able to work independently.
• Calm, composed, and effective under pressure and tight deadlines.