Qureos Mentor

Vibes Staffing

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 ROLE PURPOSE
 
 
 
 
 
 
 
 The Executive Secretary to the Managing Director serves as a trusted operational partner to the MD, enabling her to focus exclusively on high-priority strategic and leadership activities. This role goes beyond traditional secretarial support - it functions as a critical filter, coordinator, and executor, ensuring that decisions, delegated tasks, and communications flow efficiently between the MD, internal teams, and external stakeholders. The Executive Secretary is expected to bring a proactive, technology-forward mindset, introducing and championing digital tools and modern workflows that elevate the efficiency and professionalism of the MD's office. Operating with a high degree of independence, sound judgment, and strong interpersonal confidence, the role demands someone who can manage competing priorities seamlessly, maintain discretion under pressure, and represent the MD's standards in every interaction.
 
 
 
 
 
 
 
 CORE RESPONSIBILITIES
 
 
 
 
 
 
 
 
 Strategic Priority Management &amp; Executive Filtering
 
 
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 Proactively manage the MD's calendar, daily schedule, and priorities &mdash; identifying what requires her direct attention versus what can be delegated, deferred, or handled independently.
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 Filter and triage all incoming communications, meeting requests, and tasks, escalating only what is genuinely critical to the MD.
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 Prepare daily and weekly priority briefings for the MD to ensure focus remains on high-impact strategic matters.
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 Anticipate needs and create structured plans that allow the MD to operate at peak effectiveness.
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 Task Delegation, Follow-Up &amp; Gatekeeping
 
 
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 Actively follow up with internal team members and external vendors on tasks, commitments, and deliverables delegated by the MD &mdash; ensuring timely completion without requiring the MD to chase.
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 Maintain a live task and delegation tracker, monitoring progress and flagging delays proactively.
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 Liaise between the MD and team members to resolve issues, provide clarity, and ensure smooth handovers.
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 Act as a professional gatekeeper &mdash; managing access to the MD's time and office, redirecting ad-hoc requests through appropriate channels to protect focus and productivity.
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 Communication &amp; Documentation
 
 
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 Draft, review, and send high-quality correspondence on behalf of the MD, including emails, memos, letters, and official communications.
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 Prepare and format professional presentations, reports, meeting materials, and briefing documents.
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 Minute-take during key meetings, distribute action items, and track follow-through.
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 Manage confidential information with absolute discretion.
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 Technology &amp; Process Improvement
 
 
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 Introduce and implement technology-based tools to modernise the MD's office operations &mdash; including AI productivity tools (e.g., Claude, ChatGPT, Gamma, etc.), project and task management platforms (e.g., Notion, Monday.com), and collaboration tools.
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 Build and maintain efficient digital filing, documentation, and workflow systems.
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 Champion the move from manual and paper-based processes to streamlined, technology-enabled ways of working.
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 Proactively research and recommend tools, templates, and process improvements that increase organisational efficiency.
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 Administrative &amp; Operational Support
 
 
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 Coordinate logistics for internal and external meetings, including venue, agenda, materials, and attendee management.
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 Arrange travel, accommodation, and itineraries for the MD and senior guests as required.
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 Manage office supplies, vendor relationships, and administrative contracts pertaining to the MD's office.
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 Support the preparation and submission of expense reports and relevant administrative documentation.
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 KNOWLEDGE &amp; SKILLS
 
 
 
 
 
 
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 Minimum 5 years of relevant experience as an Executive Secretary or Executive Assistant supporting C-suite executives, preferably in a fast-paced, multi-stakeholder environment.
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 Bachelor's degree in Business Administration, Communications, Office Management, or a related field.
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 Minimum 5 years of experience in an Executive Secretary or Executive Assistant role directly supporting C-suite or senior leadership.
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 Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with demonstrable ability to produce polished, professional outputs.
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 Hands-on experience with modern productivity and AI-powered tools including but not limited to: Claude, ChatGPT, Gamma, Notion, Monday.com, or similar platforms.
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 Exceptional written and verbal English communication skills, including professional email and business writing.
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 Strong presentation design skills with proven ability to create clear, visually compelling materials for executive audiences.
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 Experience introducing or implementing technology-driven process improvements within an executive office or similar environment is a strong advantage.
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 Excellent English language skills (written and spoken) are required.
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 Arabic language proficiency is an advantage.
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</div>

Executive Secretary

<div>
 
 
 Graphic Designer &ndash; Corporate Marketing (4-Month Contract | Extendable)
 
 
 
 We are seeking a highly polished and detail-driven Graphic Designer to support our client&rsquo;s corporate marketing and brand production function in Abu Dhabi.
 
 
 
 
 
 This is a 4-month contract role with potential for extension, ideal for a designer who thrives in a high-performance, brand-sensitive corporate environment and can deliver premium-quality creative assets across campaigns, branding, collateral production, and day-to-day design requests.
 
 
 
 
 
 The ideal candidate will bring strong expertise in Adobe Creative Suite, campaign production, corporate branding, logos, forms support, T&amp;C development, BTL collateral, HTML adaptations, and minor edits, with the agility to manage multiple requests while maintaining exceptional quality, speed, and brand governance.
 
 
 
 
 
 
 Location
 
 : Abu Dhabi
 
 
 
 Work Model
 
 : Predominantly on-site
 
 
 
 Working Hours
 
 : Monday to Thursday: 8 AM to 5 PM | Friday: Half Day
 
 
 
 Contract Duration
 
 : 4 months (extendable)
 
 
 
 Availability
 
 : Immediate / ASAP
 
 
 
 
 
 
 About the Role
 
 
 
 The successful candidate will work closely with a leading corporate marketing team, supporting the rollout of visual assets across customer campaigns, internal communications, executive presentations, branded environments, and day-to-day production requirements.
 
 
 
 
 
 This role is best suited for someone who combines creative excellence with corporate discipline, moving comfortably between strategic brand-led initiatives and fast-turnaround production requests while ensuring premium brand standards and business alignment.
 
 
 
 
 
 
 Key Responsibilities
 
 
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 Develop and adapt campaign artwork across digital, print, and customer-facing touchpoints
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 Create branded assets including campaign identities, logos, forms, and visual systems
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 Design BTL collateral, in-branch communication materials, kiosk visuals, and branded environments
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 Support executive decks, presentation design, and high-visibility campaign initiatives
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 Prepare production-ready layouts and Adobe Creative Suite files
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 Deliver HTML-based artwork creation, resizing, localization, versioning, and multi-format adaptations
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 Ensure strict adherence to brand governance, visual consistency, and approval workflows
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 Manage multiple business requests simultaneously while maintaining SLA-driven turnaround times
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 Maintain weekly reporting on completed requests, hours utilized, and upcoming pipeline
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 Performance Expectations &amp; Delivery SLAs
 
 
 
 
 
 
 This role operates within a structured, SLA-driven corporate marketing production environment, with clear expectations around output quality, turnaround speed, and workload prioritization.
 
 
 
 
 
 
 Expected Delivery Capacity
 
 
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 3 to 4 Tier-3 requests per day
 
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 Adaptations, new BTL items, collateral versioning, and minor-format design outputs (average 2&ndash;3 hours per request)
 
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 3 Tier-2 requests per week
 
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 Artwork creation, campaign adaptations, and HTML-based design outputs
 
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 1 to 2 Tier-1 requests per week
 
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 Strategic initiatives such as card designs, kiosk branding, animated assets, and executive presentation design
 
 
 
 
 
 The successful candidate should be comfortable balancing high-volume production tasks with premium strategic creative work, while maintaining strict adherence to brand governance and turnaround expectations.
 
 
 
 
 
 
 Reporting &amp; Workflow Discipline
 
 
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 Maintain a weekly log of requests completed
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 Track hours consumed versus allocated capacity
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 Provide visibility on upcoming design pipeline and priority requests
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 Collaborate proactively where specialist design requirements may require external freelance support
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 Key Requirements
 
 
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 Strong proficiency in Adobe Photoshop, InDesign, Illustrator, and related creative tools
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 Strong portfolio showcasing campaigns, branding, logos, BTL collateral, HTML adaptation, and presentation design
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 Experience in marketing production, artwork adaptations, forms support, and multi-format collateral
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 Exposure to animated design, motion assets, or strategic presentation design is a strong advantage
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 Ability to manage multiple fast-turnaround requests in a structured corporate environment
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 Must be based in Abu Dhabi and available for immediate or short-notice joining
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Graphic Designer

Join Vibes Staffing and explore 2   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Vibes Staffing

About Company

Executive Secretary

Graphic Designer