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executive secretary

BABYGROW FZC

<p>We are seeking a highly organized, proactive, and professional Secretary to the Managing Director to provide comprehensive executive and administrative support. The ideal candidate will possess exceptional communication, coordination, and organizational skills, with the ability to handle confidential information, manage multiple priorities, and ensure the smooth functioning of the MD's office.</p><p>Key Responsibilities</p><ul><li>Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.</li><li>Screen, prioritize, and respond to emails, phone calls, and correspondence on behalf of the MD.</li><li>Prepare meeting agendas, presentations, reports, minutes of meetings (MOM), and follow-up action plans.</li><li>Coordinate with department heads to monitor task progress and ensure timely completion of action items.</li><li>Draft professional emails, letters, reports, and official documents.</li><li>Handle confidential information with the highest level of discretion and professionalism.</li><li>Organize and maintain digital and physical filing systems for easy document retrieval.</li><li>Coordinate local and international travel, including visas, hotel bookings, flights, and itineraries.</li><li>Prepare weekly and monthly management reports and dashboards.</li><li>Follow up with internal teams on pending approvals, projects, and deadlines.</li><li>Assist in organizing management meetings, corporate events, exhibitions, and business visits.</li><li>Maintain records of contracts, agreements, licenses, and important company documents.</li><li>Coordinate with external stakeholders, suppliers, government authorities, and business partners when required.</li><li>Support the MD in business planning, project coordination, and special assignments.</li><li>Ensure efficient day-to-day administration of the MD's office.</li></ul><p>Requirements</p><ul><li>Bachelor's degree in Business Administration, Management, or a related field.</li><li>Minimum 5 years of experience as an Executive Secretary, Executive Assistant, or Secretary to Senior Management.</li><li>Excellent written and verbal communication skills in English.</li><li>Advanced proficiency in Microsoft Office, especially Excel, PowerPoint, Word, and Outlook.</li><li>Strong report preparation, presentation, and documentation skills.</li><li>Excellent organizational, planning, and time management abilities.</li><li>Ability to work under pressure and manage multiple priorities with minimal supervision.</li><li>High level of integrity, professionalism, and confidentiality.</li><li>Strong interpersonal and stakeholder management skills.</li><li>Experience coordinating with multiple departments and senior management.</li></ul><p>Pay: AED3,500.00 - AED4,000.00 per month</p><p>Work Location: In person</p>

Secretary

Blueline furniture factory LLC

<p>Position: Executive / Personal Assistant</p><p>Location: Sharjah, UAE</p><p>Salary: AED 5,000</p><p>Please ensure the post includes all the details provided below and is published on all relevant channels to maximize its reach.</p><p>* Previous experience as an Executive Assistant, Personal Assistant, or Secretary</p><p>* Excellent communication and organizational skills</p><p>* Proficient in Microsoft Office</p><p>* Fast learner, reliable, and quick-witted</p><p>* Strong initiative and ability to work independently</p><p>* Experience in a fit-out or interior design company is a plus</p><p>Pay: Up to AED5,000.00 per month</p><p>Work Location: In person</p>

Executive / Personal Assistant

Limitless Solutions Software Design L.L.C

<p><b>Job Summary</b></p><p>The HR Executive is responsible for supporting and managing the day-to-day human resources activities of the company. The role covers recruitment, employee onboarding, attendance, payroll coordination, employee relations, performance management, documentation, and compliance with applicable labour laws and company policies.</p><p>The HR Executive will work closely with department managers to ensure that HR procedures are implemented effectively and that employees receive timely and professional support throughout their employment lifecycle.</p><p><b>Key Responsibilities:</b></p><p><b>Recruitment and Selection</b></p><ul><li>Coordinate the recruitment process for approved vacancies.</li><li>Prepare and publish job advertisements on suitable recruitment platforms.</li><li>Screen applications and shortlist qualified candidates.</li><li>Arrange and conduct initial interviews.</li><li>Coordinate final interviews with department managers.</li><li>Prepare employment offers and collect required joining documents.</li><li>Maintain an updated recruitment tracker and candidate database.</li><li>Conduct reference and background checks when required.</li></ul><p><b>Employee Onboarding and Offboarding</b></p><ul><li>Coordinate the onboarding process for new employees.</li><li>Prepare employment contracts, offer letters, confidentiality agreements, and other HR documents.</li><li>Ensure that new employees submit all required personal and employment documents.</li><li>Conduct HR orientation and explain company policies and procedures.</li><li>Coordinate with the relevant departments for system access, equipment, business cards, and workstations.</li><li>Manage resignation, termination, clearance, and exit interview processes.</li><li>Coordinate the cancellation of employment permits, visas, insurance, and other company benefits where applicable.</li></ul><p><b>Employee Records and Documentation</b></p><ul><li>Create and maintain accurate employee personnel files.</li><li>Keep employee information updated in the HR system.</li><li>Prepare salary certificates, employment certificates, warning letters, confirmation letters, promotion letters, and other HR correspondence.</li><li>Monitor the expiry dates of contracts, visas, work permits, passports, identification documents, and insurance policies.</li><li>Maintain confidentiality of employee and company information.</li></ul><p><b>Attendance, Leave, and Payroll Coordination</b></p><ul><li>Monitor employee attendance, punctuality, overtime, and absences.</li><li>Review attendance records and prepare monthly attendance reports.</li><li>Administer annual leave, sick leave, unpaid leave, and other leave requests.</li><li>Maintain updated leave balances for all employees.</li><li>Prepare monthly payroll inputs, including attendance deductions, allowances, commissions, incentives, overtime, and other adjustments.</li><li>Coordinate with the Finance Department to ensure accurate and timely payroll processing.</li><li>Respond to employee questions regarding salary, attendance, leave, and deductions.</li></ul><p><b>Employee Relations and Discipline</b></p><ul><li>Serve as a point of contact for employee HR-related enquiries.</li><li>Support management in resolving employee concerns and workplace issues.</li><li>Conduct employee meetings and investigations when required.</li><li>Prepare verbal warning records, written warnings, and disciplinary notices in accordance with company policy.</li><li>Promote professional behaviour, positive communication, and a healthy working environment.</li><li>Ensure that disciplinary actions are properly documented and consistently applied.</li></ul><p><b>Performance Management</b></p><ul><li>Coordinate probation-period evaluations and employment confirmation processes.</li><li>Monitor employee performance review deadlines.</li><li>Support managers in preparing employee objectives and key performance indicators.</li><li>Maintain performance appraisal records.</li><li>Follow up on performance improvement plans and agreed corrective actions.</li><li>Support promotion, salary review, transfer, and succession-planning processes.</li></ul><p><b>Policies and Compliance</b></p><ul><li>Support the development and implementation of HR policies and procedures.</li><li>Ensure HR practices comply with applicable labour laws and company regulations.</li><li>Communicate HR policies and updates to employees.</li><li>Monitor employee compliance with company rules, working hours, attendance requirements, and professional standards.</li><li>Assist with labour authority inspections, audits, and documentation requests.</li><li>Stay informed about relevant changes in employment laws and HR regulations.</li></ul><p><b>Employee Engagement and Training</b></p><ul><li>Support employee engagement activities and internal company events.</li><li>Coordinate training programmes and maintain employee training records.</li><li>Identify training requirements in coordination with department managers.</li><li>Support employee recognition and motivation initiatives.</li><li>Assist in conducting employee satisfaction surveys and implementing improvement actions.</li></ul><p><b>HR Reporting</b></p><ul><li>Prepare regular HR reports covering recruitment, headcount, turnover, attendance, leave, probation, and employee performance.</li><li>Maintain updated organization charts and manpower records.</li><li>Provide management with accurate HR data to support workforce planning and decision-making.</li><li>Monitor HR-related deadlines and follow up with relevant employees and managers.</li></ul><p><b>Qualifications and Experience</b></p><ul><li>Bachelor&rsquo;s degree in Human Resources, Business Administration, Management, or a related field.</li><li>Minimum of 2&ndash;4 years of experience in an HR Executive, HR Officer, or similar role.</li><li>Practical knowledge of recruitment, employee relations, payroll coordination, attendance, and HR documentation.</li><li>Knowledge of applicable labour laws and employment regulations.</li><li>Experience working in a multicultural environment is preferred.</li><li>Experience in the events, conferences, hospitality, healthcare, education, or professional services sector is an advantage.</li></ul><p><b>Skills and Competencies</b></p><ul><li>Strong written and verbal communication skills.</li><li>Excellent organizational and time-management abilities.</li><li>High level of confidentiality and professional integrity.</li><li>Strong interpersonal and problem-solving skills.</li><li>Ability to manage sensitive employee matters professionally.</li><li>Attention to detail and accuracy in documentation.</li><li>Ability to work independently and manage multiple priorities.</li><li>Strong knowledge of Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.</li><li>Experience using HR management, payroll, attendance, or ERP systems is preferred.</li><li>Ability to communicate professionally in English; Arabic or other languages are an advantage.</li></ul><p><b>Key Performance Indicators</b></p><ul><li>Time required to fill approved vacancies.</li><li>Accuracy and completeness of employee records.</li><li>Timely completion of onboarding and offboarding processes.</li><li>Accuracy of monthly payroll and attendance inputs.</li><li>Compliance with probation, contract, visa, and document renewal deadlines.</li><li>Employee attendance and punctuality reporting accuracy.</li><li>Timely resolution of employee enquiries and HR cases.</li><li>Completion rate of employee performance reviews.</li><li>Employee turnover and retention rates.</li><li>Compliance with company policies and applicable labour regulations.</li></ul><p><b>Personal Attributes</b></p><p>The successful candidate should be professional, approachable, discreet, organized, and capable of balancing employee needs with company policies and operational requirements.</p><p>Pay: AED4,000.00 - AED6,000.00 per month</p><p>Experience:</p><ul><li>HR Role: 2 years (Required)</li></ul><p>Language:</p><ul><li>English (Required)</li><li>Arabic (Preferred)</li></ul><p>Work Location: In person</p>

Human Resources Executive

Inekas Ladies Salon

<p><b>Job Description: Ladies Beauty Salon Admin Executive</b></p><p>About Us:</p><p>Al Inekas Ladies Salon is a trusted name in the beauty industry, proudly serving the Al Mahatta community for over a decade. With two branches operating successfully, we are growing in numbers and expanding into home services. To ensure smooth operations and continued excellence, we are seeking a Manager cum Floor Supervisor to oversee the daily operations of both salons and support the development of our new home service department.</p><p>Position Overview:</p><p>The Admin Executive will be responsible for seamless operations across both salon branches, ensuring high standards of customer service, staff performance, inventory management, and salon upkeep. A key focus of this role will be driving sales targets for the salons and supporting the staff to achieve their individual goals. This role will also involve developing and managing the home service department in collaboration with the management team.</p><p>Key Responsibilities:</p><p>Staff Monitoring &amp; Supervision:</p><p> Monitor staff performance across both branches, ensuring punctuality, honesty, and professional behavior.</p><p> Evaluate staff appearance, customer service skills, and adherence to company policies.</p><p> Ensure staff maintain cleanliness, hygiene, and organisation within the salon at all times.</p><p> Supervise service timings to ensure efficient completion without compromising quality.</p><p>Inventory &amp; Product Management:</p><p> Monitor and report product and inventory usage across both salons.</p><p> Minimize product wastage and ensure proper usage practices are followed by all staff.</p><p> Ensure inventory levels are maintained and replenished in a timely manner.</p><p>Customer Service Management:</p><p> Ensure customers receive excellent service, and that the Customer Service Checklist for hair services is filled out and signed by the customers.</p><p> Address customer complaints or concerns promptly, resolving issues to avoid escalation to authorities or social media.</p><p> Ensure all staff actively request Google reviews, encourage customers to follow the salon on Instagram, and promote overall customer engagement.</p><p>Sales &amp; Target Achievement:</p><p> Take charge of driving sales across both branches by motivating staff and ensuring they meet their individual monthly sales targets.</p><p> Monitor staff performance and guide them to achieve their personal goals, focusing on both services and product upselling.</p><p> Report on sales performance regularly, identifying areas for improvement and implementing strategies to meet collective salon targets.</p><p>Digital Marketing Coordination:</p><p> Ensure staff take high-quality pictures and videos of their work and share them with the digital marketing department regularly.</p><p> Work closely with the marketing team to provide them with enough content for social media promotions.</p><p>Home Service Department Development:</p><p> Collaborate with management to develop the home service department, including creating workflows and appointment systems.</p><p> Oversee home service operations, including managing staff schedules, coordinating with drivers, and organizing home service kits and trolleys.</p><p>Confidentiality &amp; Policy Compliance:</p><p> Maintain confidentiality of the customer database and ensure staff do not share personal contact details with clients.</p><p> Ensure all company policies and procedures are strictly followed by all team members.</p><p>Operational Reporting:</p><p> Regularly report on salon operations, including:</p><p>o Staff punctuality and performance.</p><p>o Product wastage and inventory issues.</p><p>o Customer complaints and feedback.</p><p>o Maintenance of equipment and overall salon cleanliness.</p><p> Identify and report any fraudulent activities, including no-bill cases.</p><p>Qualifications &amp; Skills:</p><p> Proven experience in a supervisory or managerial role, preferably in the beauty or wellness industry.</p><p> Strong leadership and organizational skills with the ability to multitask.</p><p> Excellent communication skills in English (Arabic knowledge is a plus).</p><p> Customer-focused mindset with the ability to resolve conflicts and complaints effectively.</p><p> Basic knowledge of digital marketing coordination.</p><p> Ability to motivate and guide staff towards achieving performance targets.</p><p>Join Our Team: If you&rsquo;re a proactive, results-driven professional with a passion for ensuring operational excellence and customer satisfaction, we&rsquo;d love to hear from you! This is an exciting opportunity to be part of a growing brand and contribute to its success.</p><p>Experience:</p><ul><li>Managing Ladies Salon: 2 years (Preferred)</li></ul><p>Location:</p><ul><li>Sharjah (Preferred)</li></ul><p>Work Location: In person</p>

Salon Manager

University of Sharjah

<div></div><div><div><div><div>CATEGORY</div> <div>Non Faculty Vacancies</div>
</div><br>
<div><div>College</div> <div>Departments</div>
</div><br>
<div><div>Department</div> <div>Vice Chancellor Office for Graduate Studies and Research</div>
</div><br>
<div><div>Job Purpose</div>
<div><p>As a Head of Technology Transfer Office you are requested to provide strategic leadership, operational direction, and oversight for the University of Sharjah&rsquo;s Technology Transfer Office (TTO). The role is responsible for driving intellectual property (IP) protection, technology commercialization, venture creation, industry partnerships, and building a thriving innovation ecosystem aligned with the University&rsquo;s overall mission and strategic goals.<br>
<br>
</p></div></div><br>
<div><div>Main accountabilities &amp; expectations</div>
<p></p><div><h3 class="jobSectionHeader"><b>Strategic Leadership and Governance</b></h3>
<p><b>1.</b> Lead the development and execution of the TTO&rsquo;s long-term strategic and operational plans, ensuring alignment with institutional priorities, international best practices, and the University's overall mission.</p>
<p><b>2.</b> Establish a clear vision for the TTO that emphasizes innovation, economic impact, and societal benefit.</p>
<p><b>3.</b> Formulate and track Key Performance Indicators (KPIs) to evaluate the TTO's operational efficiency, financial metrics, and overall strategic success.</p>
<h3 class="jobSectionHeader"><b>Intellectual Property (IP) Management and Disclosure</b></h3>
<p><b>4.</b> Oversee the identification, evaluation, disclosure, protection, maintenance, and expansion of the University&rsquo;s intellectual property portfolio.</p>
<p><b>5.</b> Liaise directly with researchers and inventors to evaluate the commercial potential of inventions and guide them through disclosure and application processes.</p>
<p><b>6.</b> Facilitate patent applications in coordination with legal/IP counsel, tracking application progress, managing filing requirements, and taking necessary actions to ensure successful registration and maintenance.</p>
<h3 class="jobSectionHeader"><b>Commercialization, Licensing, and Entrepreneurship</b></h3>
<p><b>7.</b> Formulate and implement comprehensive marketing and business development strategies to showcase university innovations, attract investors, and identify prospective licensees.</p>
<p><b>8.</b> Lead contract negotiations and finalize licensing, option, and technology transfer agreements with industry partners to commercialize university IP.</p>
<p><b>9.</b> Foster and support the creation of university-affiliated spin-offs and startups by providing access to incubation resources, mentorship, funding opportunities, and venture guidance.</p>
<p><b>10.</b> Develop and manage strategic partnerships with external ecosystem players, including incubators, accelerators, venture capital firms, corporate partners, and government entities.</p>
<h3 class="jobSectionHeader"><b>Operational Management and Continuous Improvement</b></h3>
<p><b>11.</b> Drive continuous improvement across TTO systems, workflows, and policies&mdash;benchmarking against global best practices to maximize productivity and cost-efficiency.</p>
<p><b>12.</b> Supervise the preparation, review, and timely delivery of accurate departmental reports, executive briefs, and analytical dashboards for senior leadership.</p>
<p><b>13.</b> Perform any other job-related tasks or special projects as assigned by the Vice Chancellor for Research and Graduate Studies.</p>
<h3 class="jobSectionHeader"><b>People and Team Leadership</b></h3>
<p><b>14.</b> Supervise daily department operations, setting clear individual/team performance goals, assigning responsibilities, and ensuring equitable workload distribution.</p>
<p><b>15.</b> Conduct regular performance appraisals, offer constructive feedback, and provide on-the-job training to foster personal and professional staff development.</p>
<p><b>16.</b> Lead recruitment and talent acquisition for the TTO, including defining job profiles, screening candidates, and participating in interviews to secure top talent.</p>
<p><b>17.</b> Perform any other strategic or operational duties as assigned by the Line Manager, ensuring alignment with the department&rsquo;s objectives and the University&rsquo;s broader institutional priorities.<br>
<br>
</p></div></div><br>
<p></p><div><div>Required Skills</div>
<div><div><ul><li>Excellent oral and written communication skills and the ability to prepare professional documents, in both</li></ul>
<div>Arabic and English.</div>
<ul><li>Excellent working knowledge of personal computer applications with an emphasis on MS Office applications</li></ul>
<div>such as Excel, Word, and Teams.</div>
<ul><li>Deep understanding of national and international patent laws, filing procedures, and statutory requirements.</li></ul>
<ul><li>Ability to conduct comprehensive IP audits and maintain multi-disciplinary patent portfolios.</li></ul>
<ul><li>Expertise in assessing invention disclosures for novelty, non-obviousness, and commercial viability.</li></ul>
<ul><li>Capability to perform freedom-to-operate (FTO) analyses, landscape reviews, and competitive intelligence</li></ul>
<div>assessments.</div>
<ul><li>Proficiency in sizing target markets, validating value propositions, and identifying prospective industry</li></ul>
<div>licensees.</div>
<ul><li>Proven track record in negotiating complex licensing terms, royalty structures, equity stakes, and milestone</li></ul>
<div>payments.</div>
<ul><li>Ability to navigate multi-party negotiations involving university researchers, corporate entities, and investors.</li></ul>
<ul><li>Sound knowledge of contract law, IP indemnification, term sheets, and material transfer agreements.</li></ul>
<ul><li>Expertise in guiding academic entrepreneurs through spin-off incorporation, cap table structuring, and</li></ul>
<div>governance.</div>
<ul><li>Proficiency in designing entrepreneurship bootcamps, incubator programs, and pitch showcases.</li></ul>
<ul><li>Expertise in ensuring institutional compliance with university governance, export control laws, and</li></ul>
<div>government research regulations.</div>
<ul><li>Ability to conduct due diligence on corporate partners and investors to protect institutional assets and</li></ul>
<div>reputation.<br>
<br>
</div></div></div></div><br>
<div><div>Desirable Requirements</div>
<p></p><div><ul><li>Minimum of Business Administration (MBA), Law (LL.M.), Engineering, Physical Sciences, Life Sciences,</li></ul>
<div>or a related technology field from an accredited institution.</div>
<ul><li>A Ph.D. in a STEM field (Science, Technology, Engineering, or Mathematics) will add an advantage.</li></ul>
<ul><li>Professional Certificates in Licensing, Technology Transfer, or Patent Registration will add an advantage.</li></ul>
<ul><li>8-10 years of UAE experience in technology transfer, intellectual property management, corporate business</li></ul>
<div>development, licensing, or venture creation.</div>
<ul><li>At least 4-5 years in a senior supervisory or management capacity, leading teams, managing department</li></ul>
<div>budgets, and overseeing operational workflows.</div>
<div><ul><li>Priority to UAE Nationals.<br>
</li></ul></div></div></div><br>
<p></p><div><div>Job Location</div> <div>University of Sharjah (Main)</div>
</div><br>
<div><div>Job Criteria</div>
<div><div><div><div><div>Gender</div> <div>, Male, Female,</div>
</div><br>
<div><div>Qualifications</div> <div>Bachelor's degree/higher diploma</div>
</div><br>
<div><div>Relevant Experience</div> <div>8</div>
</div><br>
<div><div>Living In UAE</div> <div>Open for all</div>
</div><br>
<div><div>Nationality</div> <div>, All,</div></div></div></div></div></div></div></div>

Head of Technology Transfer Office

Explore 5+ Executive secretary in Sharjah this August. Find roles across top companies and apply now to boost your career.

5 executive secretary jobs In Sharjah

Secretary

Executive / Personal Assistant

Human Resources Executive

Salon Manager

Head of Technology Transfer Office