executive secretary

Zircon Decor

Responsibilities:<ul><li>Manage submissions and deadlines: Coordinate, track, and ensure timely submission of all documents related to the interior scope (drawings, material submittals, samples, and approvals) in line with project schedules and client requirements.</li><li>Prepare administrative files for submissions: Prepare, organize, and maintain all required administrative and project files for interior works submissions, ensuring accuracy, completeness, proper documentation, and compliance with project and authority requirements.</li><li>Handle phone calls, emails, and correspondence professionally.</li><li>Arrange travel, bookings, and itineraries as needed.</li><li>Capture and track action items from meetings through to resolution.</li><li>Organize and maintain office files and records.</li><li>Prepare and organize files, presentations, and reports related to interior design projects.</li><li>Communicate with clients, suppliers, and internal departments on behalf of directors.</li><li>Coordinate logistics for meetings, events, and appointments.</li><li>Manage and prioritize incoming calls and emails.</li><li>Handle confidential matters with discretion and professionalism.</li></ul>Requirements:<ul><li>Bachelor's degree or equivalent.</li><li>At least 3 years of experience in a secretarial/executive support role.</li><li>Excellent written and verbal communication skills.</li><li>Strong organizational and time-management skills.</li><li>Ability to work independently and take initiative.</li><li>Proficient in Microsoft Office and relevant software.</li></ul>Job Type: Full-timeApplication Question(s):<ul><li>How many years do you have in UAE in same field?</li></ul>Work Location: In person

Executive Secretary - Interior Fit out

Property Shop Investment LLC

The Executive Assistant will provide high-level administrative support, ensuring efficient operations and acting as the primary point of contact for internal and external stakeholders. This role requires exceptional organizational skills, discretion, and professionalism to handle sensitive information and manage a dynamic schedule.Key ResponsibilitiesAdministrative Support<ul><li>Manage the executive&rsquo;s calendar, including scheduling meetings, appointments, and travel arrangements.</li><li>Prepare and edit correspondence, presentations, and reports on behalf of the executive.</li><li>Maintain and organize confidential files, ensuring proper documentation and easy retrieval.</li><li>Coordinate with other departments to ensure smooth communication and task execution.</li></ul>Meeting and Event Coordination<ul><li>Organize and prepare materials for board meetings, executive presentations, and other key events.</li><li>Record meeting minutes and follow up on action items to ensure timely completion.</li><li>Manage logistics for conferences, business trips, and high-profile events.</li></ul>Stakeholder Engagement<ul><li>Act as a liaison between the executive and internal/external stakeholders, maintaining professional and effective communication.</li><li>Handle inquiries, requests, and concerns with discretion and a customer-centric approach.</li><li>Represent the executive in interactions when required, ensuring alignment with the company&rsquo;s values and image.</li></ul>Project Management<ul><li>Assist in tracking and managing projects under the executive&rsquo;s purview.</li><li>Conduct research, analyze data, and provide actionable insights for strategic decision-making.</li><li>Monitor the progress of initiatives and provide periodic updates to the executive.</li></ul>Qualifications and Skills<ul><li>Bachelor&rsquo;s degree in Business Administration, Management, or related field.</li><li>2+ years of experience as an Executive Assistant or in a similar role, preferably in real estate or corporate environments.</li><li>Exceptional organizational, time-management, and multitasking abilities.</li><li>Strong written and verbal communication skills.</li><li>Proficiency in MS Office Suite (Word, Excel, PowerPoint) and calendar management tools.</li><li>Ability to maintain confidentiality and exercise sound judgment.</li><li>Flexibility to work beyond regular hours and adapt to dynamic priorities.</li></ul>Preferred Attributes<ul><li>Experience in high-pressure environments supporting C-level executives.</li><li>Familiarity with real estate industry operations in the UAE.</li><li>Arabic Speaker.</li></ul>Benefits<ul><li>Competitive salary and performance bonuses.</li><li>Comprehensive health insurance.</li><li>Opportunities for professional development and career growth.</li><li>Access to a vibrant and collaborative work environment.</li></ul>Interested and can start immediately? Send your CV to austine.anzaldo@psinv.net.Job Type: Full-time

Personal Assistant (Female Arabic Speaker)

PROPERTY SHOP INVESTMENT LLC - HQ

Abu Dhabi, UAE | Full-Time | OnsiteAs Property Shop Investments (PSI) the UAE&rsquo;s #1 real estate company with 1,300+ professionals from 50+ nationalities continues its global expansion, we are seeking a highly organized, proactive and experienced Personal Assistant to support our Executive Leadership.This is a key role within the Executive Office, ideal for someone who thrives in a fast-paced, confidential, and high-impact environment.Key Responsibilities<ul><li>Executive &amp; Administrative Support</li><li>Manage executive calendars, meetings, and travel arrangements</li><li>Prepare presentations, agendas, reports, and briefing materials</li><li>Handle confidential correspondence and official communications</li><li>Screen and prioritize communications on behalf of the Executive Office</li></ul>Operational &amp; Strategic Coordination<ul><li>Liaise with internal teams to ensure alignment with leadership priorities</li><li>Prepare executive summaries, business reports, and project updates</li><li>Attend meetings when required and manage minutes and follow-ups</li><li>Support strategic initiatives and special projects</li></ul>Travel, Events &amp; Office Coordination<ul><li>Organize domestic and international travel, visas, and logistics</li><li>Coordinate participation in meetings, conferences, and corporate events</li><li>Maintain organized records, databases, and executive documentation</li><li>Communicate professionally with senior stakeholders and partners</li></ul>Qualifications &amp; Skills<ul><li>Bachelor&rsquo;s degree in Business Administration or a related field</li><li>4&ndash;6 years of experience as an Executive Assistant supporting senior leadership</li><li>Excellent written and verbal communication skills in English and Arabic</li><li>Strong organizational and multitasking abilities</li><li>Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)</li><li>High level of professionalism, presentable, discretion, and integrity</li></ul>What We Offer<ul><li>Competitive, tax-free salary</li><li>Company-sponsored UAE visa and health insurance</li><li>Structured onboarding and continuous training via PSI Academy</li><li>Exposure to high-level leadership and strategic decision-making</li><li>Opportunity to be part of PSI&rsquo;s international and European expansion</li><li>Dynamic, fun, collaborative, and diverse work environment</li><li>Regular team activities and corporate events</li></ul>Why PSI?<ul><li>Award-winning real estate leader with 13 consecutive years of excellence</li><li>Work closely with top developers including Aldar, Modon, Emaar, and Imkan</li><li>Join a diverse team of 1,300+ professionals from over 50 nationalities</li><li>Live and work in one of the world&rsquo;s safest and most forward-looking cities</li></ul>Apply online or share your CV at hafsa.akhtar@psinv.netJob Type: Full-timeApplication Question(s):<ul><li>Can you join immediately?</li><li>Are you fluent in Arabic and English?</li></ul>Experience:<ul><li>Personal Assistant: 1 year (Preferred)</li></ul>Location:<ul><li>Abu Dhabi (Preferred)</li></ul>

Experienced Personal Assistant - Arabic Speaker (Abu Dhabi)

The Capital Avenue Real - Estate

Executive Assistant to Managing DirectorKey Responsibilities<ul><li>Manage executive calendars, including scheduling meetings, appointments and other required relevant internal and external communication to stakeholders.</li><li>Serve as a primary point of contact between executives and internal/external stakeholders.</li><li>Prepare, review, and organize documents, reports, presentations, and correspondences.</li><li>Handle confidential and sensitive information with professionalism and discretion.</li><li>Coordinate meetings, take accurate notes, and follow up on action items for the minutes of meeting.</li><li>Organize files, records, and office systems for efficiency (PDF/ Spreadsheet/ Word)</li><li>Monitor deadlines and ensure executives are prepared for meetings and commitments</li><li>Support day-to-day assistance to Managing Director.</li></ul>Required Qualifications<ul><li>Female Arab with strong background in the Real Estate Industry of Abu Dhabi.</li><li>Proven experience as an Executive Assistant, Administrative Assistant, or similar role</li><li>Excellent written and verbal communication skills</li><li>Strong organizational and time-management abilities</li><li>Proficiency with office software (e.g., Microsoft Office, Google Workspace)</li><li>Ability to prioritize tasks and work independently</li><li>High level of professionalism and discretion</li><li>Associate or bachelor&rsquo;s degree in business administration or related field</li><li>Experience supporting senior leadership or C-suite executives</li><li>Familiarity with project management tools and office technology</li><li>Strong problem-solving skills and attention to detail</li><li>Ability to demonstrate effective communication and collaborations</li><li>Ability to handle multiple priorities in fast-paced environment.</li></ul>Key Skills<ul><li>Calendar and travel management</li><li>Confidentiality and trustworthiness</li><li>Multitasking and adaptability</li><li>Interpersonal and relationship-building skills</li><li>Attention to detail</li></ul>Work Environment<ul><li>May require flexibility in hours to support executive needs</li></ul>To Join Immediately:Salary: AED 4,000 to 5,000 (depending on experience)Job Type: Full-time

Executive Assistant to the Managing Director

Gradiant Corporation

About GradiantGradiant is a Different Kind of Water Company. With a full suite of differentiated and proprietary end-to-end solutions for advanced water and wastewater treatment powered by the top minds in water, the company serves its clients&rsquo; mission-critical operations in the world&rsquo;s essential industries, including semiconductors, pharmaceuticals, food &amp; beverage, lithium and critical minerals, and renewable energy. Gradiant&rsquo;s innovative solutions reduce water used and wastewater discharged, reclaim valuable resources, and renew wastewater into freshwater. The Boston-headquartered company was founded at MIT and has over 1,400 employees worldwide. Discover us at gradiant.com.Overview of roleThe Company Secretary Assistance will be an integral member of the Gradiant Group Legal and Compliance Team (&ldquo;Group Legal Team&rdquo;) and will be expected to contribute to Group Legal Team&rsquo;s provision of global legal and compliance support to the Gradiant Group of Companies (the &ldquo;Group&rdquo;) in all aspects of the Group&rsquo;s operations, financial transactions, and investor relations. The current role of the Company Secretary Executive will be expected to provide corporate secretarial services to all entities in the Middle East region and therefore must understand and adhere to strict confidentiality requirements including confidentiality as between the Group Legal Team and Gradiant Entity.This role will be based in Abu Dhabi/Dubai, and the candidate will directly report to and work with Company Secretary - India. The candidate must be able to effectively work with the senior leadership team, while carrying out his/her role as a member of the Group Legal Team implementing governance and compliance policies of the Group in constant consultation with the Group Legal Team. The candidate must therefore not only have administrative skills but also be very astute.Specific Duties/responsibilities:<ul><li>Familiar with UAE Company Laws</li><li>Coordinate with certified legal translators in getting the corporate documents translated in Arabic.</li><li>Coordinate and Arrange Notarisation/Apostillisation/Legalisation with local Notary office for all corporate secretarial documents.</li><li>Handle all Corporate Secretarial activities across Middle East viz., Abu Dhabi, Dubai, , Oman, Kingdom of Saudi Arabia and any other country in the region..</li><li>Run Errands and assist with corporate relevant submission activities with local authority.</li><li>Coordinate with external consultants for all Corporate Secretarial activities in the Middle East region as and when required with external consultants.</li><li>Ensure compliance of all corporate secretarial matters within the portfolio with applicable statutory/regulatory requirement, constitution and approved board/corporate governance policies.</li><li>Provide Corporate Secretarial support to the Group Legal Team and other stakeholders, as and when instructed.</li><li>Maintain records of entities adherence to legal and regulatory requirements including annual returns, updating shareholders documents, board meeting minutes, resolutions, corporate registers and ensuring timely intimation of necessary filings under UAE commercial laws.</li><li>Submitting statutory documents and forms with relevant government authorities, such as the UAE Ministry of Economy, Department of Economic Development (DED), etc.,</li><li>To assist with requests made by Group Legal Team as and when required.</li></ul>Education, Skills &amp; Experience:<ul><li>Bachelor&rsquo;s degree from a reputed College / University</li><li>Familiar with UAE Commercial Companies Law, corporate, regulations and governance practices</li><li>Language: English, Arabic is an advantage</li><li>Minimum 2-3 years in a similar role either in a firm or company</li><li>Good Administrative skills</li><li>Commercially Aware</li><li>Communication Skills</li><li>Adaptable</li><li>Efficient and Effective</li><li>Results orientated.</li><li>Able to work independently and as part of a small team</li></ul>Gradiant is an equal opportunity employer. Qualified applicants will be considered without regard to race, color, religion, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.Job Type: Full-timePay: AED9,000.00 - AED12,000.00 per monthApplication Question(s):<ul><li>What is your notice period?</li><li>What is your salary expectations?</li></ul>Work Location: In person

Company Secretary Assistant (Legal)

Blackstone

<div>
 Blackstone is the world&rsquo;s largest alternative asset manager. We seek to create positive economic impact and long-term value for our investors, the companies we invest in, and the communities in which we work. We do this by using extraordinary people and flexible capital to help companies solve problems. Our $1.1 trillion in assets under management include investment vehicles focused on private equity, real estate, public debt and equity, infrastructure, life sciences, growth equity, opportunistic, non-investment grade credit, real assets and secondary funds, all on a global basis. Further information is available at www.blackstone.com. Follow @blackstone on LinkedIn, X, and Instagram.
 
 
 
 Business Unit:
 
 
 
 Institutional Client Solutions (&ldquo;ICS&rdquo;)
 
 
 
 Job Title:
 
 
 
 Executive Assistant
 
 
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 Providing 1:1 support to an SMD
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 Extensive diary management; coordinating internal and external meetings in the UK, US and Europe.
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 Working regularly with internal and external EA&rsquo;s to coordinate meetings/calls over different time zones.
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 Organizing and international travel arrangements, including flights, cars, hotels, visas, etc.
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 Tracking meetings and updating information in the Salesforce CRM system.
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 Help in coordinating Roadshows and marketing trips.
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 Collation of marketing materials when required, working closely with the Marketing Assistants.
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 Monthly reconciliation of the professionals&rsquo; expenses, using Concur.
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 Monthly reporting of the professional&rsquo;s time management, using Kronos.
 
 
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 Qualifications and Experience:
 
 
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 EA experience from a similar professional/corporate background.
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 Advanced MS Office Suite. Experience of diary management and travel.
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 Great team player, working within a small team with different demands.
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 Good communication skills and able to set priorities independently.
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 Experience with Concur, Zoom and Book-It system would be an asset.
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 Candidate has to demonstrate high flexibility of working out of hours.
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 Fluent English essential.
 
 
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 All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, sexual orientation, national origin or any other category protected by law.
 
 
 The duties and responsibilities described here are not exhaustive and additional assignments, duties, or responsibilities may be required of this position. Assignments, duties, and responsibilities may be changed at any time, with or without notice, by Blackstone in its sole discretion.
 
 
 Blackstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, sex, pregnancy, national origin, ancestry, citizenship status, age, marital or partnership status, sexual orientation, gender identity or expression, disability, genetic predisposition, veteran or military status, status as a victim of domestic violence, a sex offense or stalking, or any other class or status in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, termination, transfer, leave of absence, compensation, and training. All Blackstone employees, including but not limited to recruiting personnel and hiring managers, are required to abide by this policy.
 
 
 If you need a reasonable accommodation to complete your application, please contact Human Resources at 212-583-5000 (US), +44 (0)20 7451 4000 (EMEA) or +852 3656 8600 (APAC).
 
 
 Depending on the position, you may be required to obtain certain securities licenses if you are in a client facing role and/or if you are engaged in the following:
 
 
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 Attending client meetings where you are discussing Blackstone products and/or and client questions;
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 Marketing Blackstone funds to new or existing clients;
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 Supervising or training securities licensed employees;
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 Structuring or creating Blackstone funds/products; and
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 Advising on marketing plans prepared by a sales team or developing and/or contributing information for marketing materials.
 
 
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 Note: The above list is not the exhaustive list of activities requiring securities licenses and there may be roles that require review on a case-by-case basis. Please speak with your Blackstone Recruiting contact with any questions.
 
 
 To submit your application please complete the form below. Fields marked with a red asterisk * must be completed to be considered for employment (although some can be answered "prefer not to say"). Failure to provide this information may compromise the follow-up of your application. When you have finished click Submit at the bottom of this form.
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ICS Executive Assistant, Abu Dhabi

MENA Recruit Pty Ltd

Our client is expanding their Legal Secretary team in Abu Dhabi and is looking to hire an experienced support professional for a full-time, permanent role. This is a fantastic opportunity to join a high-performing legal office and provide essential administrative support to senior lawyers.Key Responsibilities:<ul><li>Manage monthly billing cycles: input, review, edit, and close attorney time entries</li><li>Perform narrative edits and coordinate with billing specialists for transfers</li><li>Submit and track expense claims through Chrome River</li><li>Process payments and cheque requests using correct client/matter codes</li><li>Arrange complex travel itineraries through the firm's travel provider</li><li>Format documents to house style and support general secretarial tasks</li><li>Maintain discretion, confidentiality, and responsiveness in a fast-paced legal setting</li></ul>Candidate Profile:<ul><li>Minimum 4 years' experience as a Legal Secretary in an international law firm</li><li>Resilient, proactive, and dependable</li><li>Strong billing experience is essential</li><li>Excellent working knowledge of Microsoft Word, Outlook, and Windows-based tools</li><li>Familiarity with spreadsheet, database, and presentation software is a plus</li></ul>Salary: AED 25,000 - 27,000 per month Location: Abu Dhabi, UAE

Legal Secretary (Abu Dhabi)

Explore 152+ Executive secretary in Abu Dhabi United Arab Emirates this January. Find roles across top companies and apply now to boost your career.