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office administrator

executive secretary

Etihad Engineering

<div>
 
 
 
 Synopsis
 
 
 
 
 To independently manage and organize the efficient functioning of the CEO office and to prioritize all appointments and activities.
 
 
 
 
 
 
 
 Accountabilities
 
 
 
 <ul>
 <li>
 Independently manage and organize the efficient functioning of the CEO office, coordinate and prioritize the daily and medium-term activities; using sound personal judgment, filter and steer contacts and activities based on levels of priorities and urgencies; serve as frontline person at the CEO office welcoming internal and external visitors and handling of high-level communication and correspondence with authorities and external parties.
 </li>
 <li>
 Maintain the diary; maximizing effective utilization of time, manage changes in schedule, and ensure that all matters brought forward to the office are responded and attended to in a timely and appropriate manner.
 </li>
 <li>
 Manage and organize internal and external meetings; communicate and confirm attendees, confirm agenda, ensure meeting resources (e.g. meeting rooms, handouts, press packs, agenda, food, equipment, etc.), and organize travels. Ensure preparation and follow up for regular department meetings. Take minutes of the meetings where required, and distribute to attendees in a timely fashion following meetings.
 </li>
 <li>
 Efficiently process and manage all inbound and outbound data and information, both confidential and routine; screen and sort mails, e-mails and other documents and ensure acknowledgments and responses are provided; review documents and if necessary ask for supporting data before forwarding for approval and signature.
 </li>
 <li>
 Prepare correspondence, reports and presentations. Ensure accuracy of information, attention to detail, timely data collection, integration of information where applicable, appropriate use of business language, preparation and submission within required timelines. Ensure readiness of reports as required.
 </li>
 <li>
 Manage the department&rsquo;s petty cash and stationery. Maintain records of expense claim documentation, invoices, etc. Maintain office supplies keeping stock record and ordering replenishments.
 </li>
 <li>
 Manage travel arrangements for Senior Executive and senior managers as required, consultants, guests, etc., including assisting with securing visa.
 </li>
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 Prepare and update weekly and monthly management attendance schedule. Maintain administrative records for annual leave, duty travel and absence to ensure optimum staff levels are maintained.
 </li>
 <li>
 Upload and edit department information on EY intranet. Ensure that all functionalities are displayed properly.
 </li>
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 Assist in department specific tasks (e.g. update and maintenance of records, IT systems, databases, etc.), functions and other special projects as required.
 </li>
 </ul>
 
 
 
 
 
 
 
 
 
 Education &amp; Experience
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s level, with additional certifications on office management or secretarial and computer courses
 </li>
 <li>
 10 years overall experience in secretarial or administrative of which at least 5 years&rsquo; experience as an executive secretary is required; experience in a multi-cultural working environment ideal.
 </li>
 <li>
 Proficient in English and Arabic
 </li>
 </ul>
 
 
</div>

Executive Secretary

نكست الشرق للإستشارات الهندسية

We are looking for a reliable and professional Executive Secretary/Receptionist with 3+ years of experience to provide high-level administrative support to senior management while also managing front desk operations. This dual-role position requires excellent organizational, communication, and multitasking skills to ensure both executive support and smooth daily office reception functions.Key Responsibilities:Executive Secretary Duties:<ul><li>Manage and maintain the executive&rsquo;s calendar, including scheduling meetings, appointments, and travel.</li><li>Prepare and draft correspondence, reports, memos, and presentations.</li><li>Handle confidential documents and sensitive information with discretion.</li><li>Arrange internal and external meetings, including logistics and materials preparation.</li><li>Coordinate between departments and act as a point of contact for senior leadership.</li></ul>Receptionist Duties:<ul><li>Greet and welcome visitors in a professional and friendly manner.</li><li>Answer, screen, and forward incoming phone calls and emails.</li><li>Maintain the reception area, ensuring it is tidy and presentable at all times.</li><li>Receive, sort, and distribute daily mail/deliveries.</li></ul>Assist with basic administrative tasks such as filing, data entry, and office supplyJob Type: Full-timeExperience:<ul><li>Executive Secretary/Receptionist: 2 years (Required)</li></ul>Language:<ul><li>Arabic (Required)</li></ul>Location:<ul><li>Abu Dhabi (Required)</li></ul>

Executive Secretary/Receptionist

arts island contracting

Job Title: Secretary / Client Registration &amp; Administrative CoordinatorCompany Overview:We are a leading contracting and fit-out company with a strong reputation for delivering high-quality projects. We are seeking a dynamic and organized Secretary to support our business development team by registering the company with new potential clients, ensuring smooth documentation flow, and maintaining a professional corporate image.Key Responsibilities:<ul><li>Handle registration processes with new potential clients, consultants, and government portals.</li><li>Prepare and submit prequalification documents, vendor registration forms, and required company information.</li><li>Maintain a database of completed registrations and follow up on pending applications.</li><li>Draft, format, and proofread official letters, emails, and proposals.</li><li>Coordinate with internal departments (technical, commercial, legal) to gather necessary documents.</li><li>Keep all company profiles, trade licenses, certificates, and registrations up to date.</li><li>Schedule and organize meetings, appointments, and client communications.</li><li>Manage filing systems and ensure proper document control.</li><li>Assist the management team with other administrative and clerical tasks as needed.</li></ul>Qualifications:<ul><li>Diploma or Bachelor&rsquo;s degree in Business Administration or related field.</li><li>Minimum 2 years of experience in administrative or secretarial work (preferably in construction or contracting).</li><li>Strong communication skills in English (Arabic is a plus).</li><li>Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and online registration portals.</li><li>Excellent organizational skills and attention to detail.</li><li>Ability to work independently and handle multiple tasks efficiently.</li></ul>Preferred Skills:<ul><li>Experience in vendor registration with major developers, government entities, or consultants.</li><li>Familiarity with tendering portals and prequalification requirements.</li><li>Strong follow-up and coordination skills.</li><li>Professional and presentable appearance with strong interpersonal skills.</li></ul>Job Type: Full-time

HIRES IMG HUMAN RESOURCES CONSULTANCY - L.L.C - S.P.C

About the Role: We are seeking a highly organized and professional Executive Secretary to provide comprehensive administrative and executive support to senior management. The ideal candidate will be a proactive Emirati professional who demonstrates discretion, efficiency, and a commitment to excellence in a fast-paced corporate environment.Key Responsibilities:<ul><li>Manage and coordinate the daily schedule, appointments, and meetings of senior executives.</li><li>Prepare and review correspondence, reports, and official documents.</li><li>Handle confidential information with the highest level of integrity and professionalism.</li><li>Liaise with internal departments and external stakeholders on behalf of the executive office.</li><li>Organize travel arrangements, event planning, and logistical support as required.</li><li>Maintain efficient filing systems (both digital and physical) for record-keeping and documentation.</li><li>Monitor deadlines and ensure smooth office operations.</li></ul>Requirements:<ul><li>Nationality: Emirati (Female only, as per role requirements)</li><li>Education: Bachelor&rsquo;s degree in Business Administration, Management, or a related field.</li><li>Experience: Minimum 3&ndash;5 years in an Executive Assistant or Secretary role, preferably supporting senior management.</li><li>Excellent written and verbal communication skills in Arabic and English.</li><li>Strong organizational, multitasking, and time-management abilities.</li><li>Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).</li><li>Professional demeanor, confidentiality, and attention to detail are essential.</li></ul>Salary &amp; Benefits:<ul><li>Competitive salary: AED 17,000 &ndash; 20,000 per month</li><li>Comprehensive benefits package as per UAE labor law</li><li>Supportive and professional work environment</li><li>Opportunities for career development and growth</li></ul>Job Type: Full-timePay: AED17,000.00 - AED20,000.00 per month

Executive Secretary (Emirati National – Female)

Sundus

<div>
 
 Job Code: 5498
 
 
 
 
 Job Title: Head of Legal and Board Secretary Role
 
 
 
 
 Job Location: Abu Dhabi
 
 
 
 
 I. Legal Leadership &amp; Advisory (Insurance Sector Focus)
 
 
 
 <ul>
 <li>
 Provide strategic legal counsel to the CEO, Board, and Executive Team on all corporate, commercial, and regulatory matters.
 </li>
 <li>
 Lead the Legal Department, managing lawyers, advisors, and external counsel with clear KPIs and accountability.
 </li>
 <li>
 Interpret and implement insurance-specific laws (UAE Insurance Authority, Central Bank, SCA, etc.).
 </li>
 <li>
 Draft, review, and negotiate high-risk contracts: reinsurance treaties, bancassurance agreements, third-party administration (TPA), distribution, and IT vendor contracts.
 </li>
 <li>
 Manage all litigation, arbitration, and dispute resolution (claims, underwriting, HR, compliance, shareholder disputes).
 </li>
 <li>
 Ensure legal risk assessments are conducted for all major corporate initiatives (new products, system integrations, cross-border operations).
 
 
 </li>
 </ul>
 
 II. Regulatory Compliance &amp; Licensing
 
 
 
 <ul>
 <li>
 Oversee compliance with local and international laws (CBUAE, ESR, AML/CFT, GDPR, FATCA/CRS where applicable).
 </li>
 <li>
 Liaise directly with regulators (Central Bank, SCA, Ministry of Economy) on audits, flings, inspections, and license renewals.
 </li>
 <li>
 Ensure legal compliance of marketing, sales, and insurance product documentation.
 </li>
 <li>
 Maintain a strong legal framework to support ongoing digital transformation, AI use, and cyber risk mitigation.
 
 
 </li>
 </ul>
 
 III. Board Secretary &amp; Corporate Governance
 
 
 
 <ul>
 <li>
 Act as Secretary to the Board of Directors, ensuring best practice in governance, disclosure, and documentation.
 </li>
 <li>
 Organize and document all Board, NRC, Audit, Risk &amp; Compliance,
 
 
 </li>
 </ul>
 Investment, and Executive Committee meetings.
 
 
 <ul>
 <li>
 Prepare and maintain Board agendas, resolutions, minutes, and secure confidential records.
 </li>
 <li>
 Ensure timely delivery of board packs, regulatory reports, and corporate governance disclosures (including CBUAE/SCA formats).
 </li>
 <li>
 Guide directors on fiduciary duties, board evaluations, and code of conduct adherence.
 
 
 </li>
 </ul>
 
 IV. Risk, Ethics &amp; Corporate Policy
 
 
 
 <ul>
 <li>
 Partner with Risk &amp; Compliance in managing legal and reputational risks across the organization.
 </li>
 <li>
 Establish and update internal policies, charters, and frameworks (Whistleblower, Con&fllig;ict of Interest, Code of Ethics).
 </li>
 <li>
 Conduct legal training for sta&fflig; on key compliance areas (AML/CFT, competition law, data privacy).
 </li>
 <li>
 Champion an ethical and compliant culture throughout the organization.
 
 
 </li>
 </ul>
 
 V. M&amp;A, Restructuring &amp; Shareholder A&fflig;airs
 
 
 
 <ul>
 <li>
 Lead legal due diligence and structuring of M&amp;A, joint ventures, and shareholding changes.
 </li>
 <li>
 Draft shareholder agreements, resolutions, capital increases, and special regulatory approvals.
 </li>
 <li>
 Support group restructuring initiatives, free zone expansions, or strategic partnerships
 </li>
 </ul>
</div>

Head of Legal & Board Secretary

Head of Legal & Board Secretary Sundus Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates Job Code: 5498 Job Title: Head of Legal and Board Secretary Role Job Location: Abu Dhabi Seniority level: Mid Senior level Employment type: Full time Job function: Legal Industries: Insurance Responsibilities <ul> <li>Provide strategic legal counsel to the CEO, Board, and Executive Team on all corporate, commercial, and regulatory matters.</li> <li>Lead the Legal Department, managing lawyers, advisors, and external counsel with clear KPIs and accountability.</li> <li>Interpret and implement insurance specific laws (UAE Insurance Authority, Central Bank, SCA, etc.).</li> <li>Draft, review and negotiate high risk contracts: reinsurance treaties, bancassurance agreements, third party administration (TPA), distribution, and IT vendor contracts.</li> <li>Manage all litigation, arbitration and dispute resolution (claims, underwriting, HR, compliance, shareholder disputes).</li> <li>Ensure legal risk assessments are conducted for all major corporate initiatives (new products, system integrations, cross border operations).</li> <li>Oversee compliance with local and international laws (CBUAE, ESR, AML/CFT, GDPR, FATCA/CRS where applicable).</li> <li>Liaise directly with regulators (Central Bank, SCA, Ministry of Economy) on audits, inspections and license renewals.</li> <li>Maintain a strong legal framework to support ongoing digital transformation, AI use, and cyber risk mitigation.</li> <li>Act as Secretary to the Board of Directors, ensuring best practice in governance, disclosure and documentation.</li> <li>Organise and document all Board, NRC, Audit, Risk & Compliance, Investment and Executive Committee meetings.</li> <li>Prepare and maintain Board agendas, resolutions, minutes and secure confidential records.</li> <li>Ensure timely delivery of board packs, regulatory reports and corporate governance disclosures.</li> <li>Guide directors on fiduciary duties, board evaluations and code of conduct adherence.</li> <li>Partner with Risk & Compliance to manage legal and reputational risks across the organisation.</li> <li>Establish and update internal policies, charters and frameworks (Whistle blower, Conflict of Interest, Code of Ethics).</li> <li>Conduct legal training for staff on key compliance areas (AML/CFT, competition law, data privacy).</li> <li>Champion an ethical and compliant culture throughout the organisation.</li> <li>Lead legal due diligence and structuring of M&A, joint ventures and shareholding changes.</li> <li>Draft shareholder agreements, resolutions, capital increases and special regulatory approvals.</li> <li>Support group restructuring initiatives, free zone expansions and strategic partnerships.</li> </ul> Qualifications <ul> <li>Extensive experience in the insurance sector with deep knowledge of UAE insurance regulation.</li> <li>Proven track record in leading a legal department and managing external counsel.</li> <li>Strong contract drafting and negotiation skills for high risk commercial agreements.</li> <li>Experience with litigation, arbitration and dispute resolution in insurance and commercial contexts.</li> <li>Knowledge of local and international regulatory frameworks (CBUAE, ESR, AML/CFT, GDPR, FATCA/CRS).</li> <li>Demonstrated ability to oversee board governance and corporate compliance.</li> <li>Excellent communication, stakeholder management and leadership skills.</li> <li>Ability to work in a dynamic, fast paced environment and manage multiple priorities.</li> </ul>

Barratt Galvin

The Role
 A leading US law firm with a strong presence across the Middle East is seeking an experienced Legal Secretary to join its growing Abu Dhabi office. This opportunity has arisen due to the continued expansion of the firm’s regional team and offers the chance to support high-calibre lawyers on complex, international matters. Key Responsibilities • Provide comprehensive secretarial and administrative support to a team of lawyers and paralegals. • Prepare, edit, proofread, and format a wide range of legal documents, correspondence, and presentations to a consistently high standard. • Manage busy diaries, coordinate meetings, arrange travel, and handle client communications with professionalism and discretion. • Assist with monthly billing processes, including time entry, pre-bill edits, and expense submissions. • Maintain accurate electronic and physical filing systems, ensuring compliance with firm policies and confidentiality requirements. • Liaise with clients, colleagues, and service providers across multiple jurisdictions. • Support the coordination of office projects and departmental initiatives as required.
 
Requirements
 <ul>
<li>3–5 years of experience as a Legal Secretary, ideally within an international or regional law firm environment. • Technically strong and resilient, with a proactive approach and excellent attention to detail. • Proven experience managing monthly billing processes is essential. • Highly organised, with the ability to prioritise and manage multiple tasks under pressure. • Strong communication and interpersonal skills, and the ability to foster positive working relationships. • Advanced proficiency in Microsoft Office applications, particularly Word, Outlook, and PowerPoint. • A team player who takes ownership and consistently demonstrates professionalism and client care. Qualifications • GCSE/O-Level or Secretarial Diploma (ILEX) equivalent. • Legal secretarial or administrative experience within an international law firm will be highly regarded. Apply Now! If you meet the requirements, we would love to hear from you. Due to the volume of applications, only shortlisted candidates will be contacted directly. About Barratt Galvin Barratt Galvin is a specialist legal recruitment agency based in Australia, with more than 20 years of combined experience placing professionals in law jobs in Australia, London, and the Middle East. From our Sydney base, we connect lawyers, paralegals, legal secretaries, executive assistants, HR, business development and marketing professionals, and office support staff with mid-tier, top-tier, and international law firms. Whether you are seeking your next legal job in Australia or planning an international move to London or the Middle East, our team provides trusted guidance, access to exclusive law firm opportunities, and market-leading salary insights. Partner with Barratt Galvin for your local and international legal job search — we specialise in aligning legal careers with the right opportunities across the world’s leading legal markets.</li>
</ul>
About the company
 Barratt Galvin is an Australian based business providing recruitment solutions from a global perspective. Drawing on our networks throughout Australia, the Middle East and the UK we are able to utilise our extensive experience recruiting locally within each region as well as facilitating international moves when the need arises. Our experience spans small boutiques right through to mid to top tier and global firms, as well as in-house legal departments and not for profit organisations. We recruit across a broad range of roles including: Lawyer Paralegal Legal Secretary EA/PA HR Administration/Office Support Please note, applicants are advised only to apply to Barratt Galvins job opportunities through the GulfTalent portal. All direct applications will be deleted.

Legal Assistant

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