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Executive Secertary to CEO & Office Manager
Date Opened
04/23/2026
Job Type
Full time
Industry
IT Services
Work Experience
4-5 years
City
Dubai
State/Province
Dubayy (Dubai)
Country
United Arab Emirates
Zip/Postal Code
88878
About Us
Index InfoTech is a leading business transformation consulting company. We serve SME and enterprise clients, driving their digital transformation strategy by encompassing business process re-engineering, digital design and architecture, deployment and maintenance of business critical solutions and services.
Headquartered in Dubai and offices in India, North America and the Middle-East and customers in all inhabited continents, Index is on the lookout to augment their awesome #IndexFam to continue delivering world-class enterprise solutions.
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Job Description
Role Summary
We are seeking a highly professional and dynamic Executive Secretary to the CEO & Office Manager to serve as a trusted partner in driving executive effectiveness and ensuring seamless office operations. This role will primarily support the CEO, while also providing high-level coordination support to the leadership team and overseeing the day-to-day administration of the office. The ideal candidate will demonstrate exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Executive Support to CEO
We are seeking a highly professional and dynamic Executive Secretary to the CEO & Office Manager to serve as a trusted partner in driving executive effectiveness and ensuring seamless office operations. This role will primarily support the CEO, while also providing high-level coordination support to the leadership team and overseeing the day-to-day administration of the office. The ideal candidate will demonstrate exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Executive Support to CEO
- Provide comprehensive and proactive support to the CEO, ensuring effective management of calendar, priorities, and engagements
- Manage complex scheduling, including internal meetings, external stakeholders, and international travel arrangements
- Prepare reports, presentations, briefing materials, and professional correspondence on behalf of CEO.
- Act as a key liaison between the CEO and internal/external stakeholders, ensuring clear communication and timely follow-up
- Track strategic initiatives, action items, and deliverables, ensuring alignment and closure
- Handle confidential and sensitive information with the highest level of professionalism and discretion
Executive & Leadership Coordination
- Provide structured administrative support to the leadership team as required
- Coordinate leadership meetings, including agenda preparation, logistics, and minutes of meetings
- Support the development of presentations, dashboards, and business reports
- Ensure proper follow-up and alignment across departments on key decisions and initiatives
- Coordinate Business travels for all C-level and teams
Office Management & Administration (Dubai)
- Oversee day-to-day administrative operations of the Dubai office
- Manage relationships with vendors, facility management, and service providers
- Ensure smooth office operations, including infrastructure, supplies, and workplace readiness
- Support onboarding and administrative requirements for Dubai-based employees
- Strong knowledge of procuring laptops and IT setups with a focus on cost optimization and efficiency
- Ensure compliance with local regulations and administrative standards
HR Coordination (Dubai Scope)
- Support HR-related activities in coordination with regional HR teams
- Maintain basic knowledge of UAE Labor Law to ensure compliance in administrative HR matters
- Assist in employee documentation, onboarding coordination, and HR communications
- Act as a coordination point between Dubai employees and HR teams across other countries
Requirements
Requirements Education
- Bachelor’s degree in Business Administration or a related field Experience:
- 3–5 years of experience in Executive Secretary / Office Manager roles, preferably supporting C-level executives
Skills & Competencies
- Exceptional communication skills in English (written and verbal)
- Strong organizational and multitasking abilities
- High level of professionalism, discretion, and confidentiality
- Strong emotional intelligence and stakeholder management skills
- Ability to work under pressure and manage competing priorities
- Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)
Additional Requirements
- Based in Dubai with valid residency (preferred: spouse/family visa)
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