Executive Secretary

Role Overview

This position supports the Senior Vice President by keeping the office organized, the schedule under control, and key communications moving smoothly. The role calls for a discreet, highly organized professional who can balance administrative coordination with executive support in a fast-moving environment.

Key Responsibilities

• Maintain the SVP’s calendar efficiently, rank urgent and complex matters appropriately, and make sure reports and supporting papers are available on time.
• Run daily updates, check documents awaiting approval, monitor active tasks, and chase pending follow-ups.
• Coordinate meetings, appointments, travel, and site visits so the SVP’s time is used effectively.
• Act as the main contact point for the SVP’s office, responding to calls, guests, emails, and correspondence with professionalism and confidentiality.
• Draft polished documents, reports, and presentations, capture meeting notes, and coordinate follow-up with both internal teams and outside stakeholders.
• Assist with special assignments by researching, collecting data, and coordinating work across departments.
• Prepare consolidated departmental reports and help with budget-related inputs.
• Handle administrative workflows such as purchase requests, attendance and leave tracking, overtime submissions, petty cash, and invoicing.

Qualifications and Experience

A bachelor’s degree in any field is preferred. The role requires at least 5 years of experience supporting senior leaders, VVIP offices, or top executives. Backgrounds from Aviation, Airlines, Travel, or FMCG are considered an advantage.

Skills and Attributes

The ideal candidate should have strong English communication skills, confidence in working with multiple stakeholders, and the ability to stay proactive and anticipate needs. Excellent planning, prioritization, and organization are essential, along with solid computer literacy, attention to detail, problem-solving ability, discretion, and adaptability in a demanding, fast-paced setting.

Additional Information

This opportunity is for a full-time, onsite role based in Dubai, United Arab Emirates. The vacancy is part of a dynamic, high-performing environment where the selected candidate will contribute to leadership support and smooth office operations.

Application Note

Candidates who are motivated by impact, leadership support, and contributing to a culture of excellence and innovation are encouraged to consider this opportunity.