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Vibes Staffing

<div>
 <p>
  <strong>
   <u>
    ROLE PURPOSE
   </u>
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <p>
  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.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   <u>
    CORE RESPONSIBILITIES
   </u>
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Strategic Priority Management &amp; Executive Filtering
  </strong>
 </p>
 <ul>
  <li>
   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.
  </li>
  <li>
   Filter and triage all incoming communications, meeting requests, and tasks, escalating only what is genuinely critical to the MD.
  </li>
  <li>
   Prepare daily and weekly priority briefings for the MD to ensure focus remains on high-impact strategic matters.
  </li>
  <li>
   Anticipate needs and create structured plans that allow the MD to operate at peak effectiveness.
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Task Delegation, Follow-Up &amp; Gatekeeping
  </strong>
 </p>
 <ul>
  <li>
   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.
  </li>
  <li>
   Maintain a live task and delegation tracker, monitoring progress and flagging delays proactively.
  </li>
  <li>
   Liaise between the MD and team members to resolve issues, provide clarity, and ensure smooth handovers.
  </li>
  <li>
   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.
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Communication &amp; Documentation
  </strong>
 </p>
 <ul>
  <li>
   Draft, review, and send high-quality correspondence on behalf of the MD, including emails, memos, letters, and official communications.
  </li>
  <li>
   Prepare and format professional presentations, reports, meeting materials, and briefing documents.
  </li>
  <li>
   Minute-take during key meetings, distribute action items, and track follow-through.
  </li>
  <li>
   Manage confidential information with absolute discretion.
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Technology &amp; Process Improvement
  </strong>
 </p>
 <ul>
  <li>
   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.
  </li>
  <li>
   Build and maintain efficient digital filing, documentation, and workflow systems.
  </li>
  <li>
   Champion the move from manual and paper-based processes to streamlined, technology-enabled ways of working.
  </li>
  <li>
   Proactively research and recommend tools, templates, and process improvements that increase organisational efficiency.
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Administrative &amp; Operational Support
  </strong>
 </p>
 <ul>
  <li>
   Coordinate logistics for internal and external meetings, including venue, agenda, materials, and attendee management.
  </li>
  <li>
   Arrange travel, accommodation, and itineraries for the MD and senior guests as required.
  </li>
  <li>
   Manage office supplies, vendor relationships, and administrative contracts pertaining to the MD's office.
  </li>
  <li>
   Support the preparation and submission of expense reports and relevant administrative documentation.
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   <u>
    KNOWLEDGE &amp; SKILLS
   </u>
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <ul>
  <li>
   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.
  </li>
  <li>
   Bachelor's degree in Business Administration, Communications, Office Management, or a related field.
  </li>
  <li>
   Minimum 5 years of experience in an Executive Secretary or Executive Assistant role directly supporting C-suite or senior leadership.
  </li>
  <li>
   Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with demonstrable ability to produce polished, professional outputs.
  </li>
  <li>
   Hands-on experience with modern productivity and AI-powered tools including but not limited to: Claude, ChatGPT, Gamma, Notion, Monday.com, or similar platforms.
  </li>
  <li>
   Exceptional written and verbal English communication skills, including professional email and business writing.
  </li>
  <li>
   Strong presentation design skills with proven ability to create clear, visually compelling materials for executive audiences.
  </li>
  <li>
   Experience introducing or implementing technology-driven process improvements within an executive office or similar environment is a strong advantage.
  </li>
  <li>
   Excellent English language skills (written and spoken) are required.
  </li>
  <li>
   Arabic language proficiency is an advantage.
  </li>
 </ul>
</div>


Executive Secretary

Index

<div>
 Role Summary:
 <br/>
 We are looking for a seasoned and highly professional Executive Secretary to the CEO, who will serve as a trusted partner in enabling executive effectiveness. The incumbent will primarily support the CEO (70% focus) while also providing high-level executive assistance to the Executive Committee (G5) and overseeing administrative operations for the Dubai office. This role requires strong coordination skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.
 <br/>
 <br/>
 Key Responsibilities:
 <br/>
 Executive Secretary to CEO (Primary Responsibility &ndash; 70%):
 <br/>
 &bull; Provide comprehensive executive support, ensuring seamless management of the CEO&rsquo;s calendar, priorities, and engagements
 <br/>
 &bull; Strategically manage complex scheduling, including internal leadership meetings, external stakeholder interactions, and travel planning
 <br/>
 &bull; Prepare high-quality reports, presentations, briefing notes, and correspondence on behalf of the CEO
 <br/>
 &bull; Act as a key liaison between the CEO and internal/external stakeholders, ensuring effective communication and follow-through
 <br/>
 &bull; Track strategic priorities, action items, and deliverables, ensuring timely closure
 <br/>
 &bull; Maintain strict confidentiality and handle sensitive information with utmost professionalism
 <br/>
 <br/>
 Executive Assistant &ndash; Executive Committee (G5):
 <br/>
 &bull; Provide structured administrative and coordination support to members of the Executive Committee
 <br/>
 &bull; Facilitate leadership meetings by managing logistics, preparing agendas, and documenting minutes
 <br/>
 &bull; Support in the preparation of business presentations, dashboards, and reports
 <br/>
 &bull; Ensure alignment and follow-ups across functions on key initiatives and decisions
 <br/>
 <br/>
 Dubai Office Administration:
 <br/>
 &bull; Oversee and manage day-to-day administrative operations of the Dubai office
 <br/>
 &bull; Coordinate with external vendors, facility management teams, and service providers
 <br/>
 &bull; Ensure smooth functioning of office infrastructure, supplies, and administrative processes
 <br/>
 &bull; Support onboarding and administrative requirements for employees based in Dubai
 <br/>
 &bull; Ensure adherence to local compliance and administrative standards
 <br/>
 <br/>
 <br/>
 Requirements
 <br/>
 <br/>
 Key Competencies:
 <br/>
 &bull; Strong executive presence with excellent interpersonal and communication skills
 <br/>
 &bull; Exceptional planning, prioritization, and time management abilities
 <br/>
 &bull; High level of integrity, discretion, and confidentiality
 <br/>
 &bull; Detail-oriented with strong execution and follow-through capabilities
 <br/>
 &bull; Ability to manage multiple stakeholders and work under tight timelines
 <br/>
 &bull; Advanced proficiency in MS Office and presentation tools
 <br/>
 <br/>
 Qualifications &amp; Experience:
 <br/>
 &bull; Bachelor&rsquo;s degree in business administration or a related discipline
 <br/>
 &bull; 8+ years of experience in executive support roles, preferably supporting CXO-level leadership
 <br/>
 &bull; Prior exposure to multinational or cross-cultural environments will be an advantage
 <br/>
 <br/>
 Personal Attributes:
 <br/>
 &bull; Highly proactive and solution-oriented
 <br/>
 &bull; Professional, composed, and adaptable
 <br/>
 &bull; Strong ownership mindset with a high degree of accountability
 <br/>
 <br/>
 <strong>
  CANDIDTAES WITH SPONSERED VISA (SPOUSE/FATHER) WILL BE PREFERED
  <br/>
  <br/>
 </strong>
</div>


Index infotech

<div><div><div><div><ul><div><p>Date Opened</p>
<div>04/04/2026
</div></div><div><p>Job Type</p>
<div>Full time
</div></div><div><p>Industry</p>
<div>Administration
</div></div><div><p>Work Experience</p>
<div>4-5 years
</div></div><div><p>City</p>
<div>Dubai
</div></div><div><p>State/Province</p>
<div>Dubayy (Dubai)
</div></div><div><p>Country</p>
<div>United Arab Emirates
</div></div><div><p>Zip/Postal Code</p>
<div>88878
</div></div></ul></div><div><h3 class="jobSectionHeader"><b>About Us</b></h3>
<div><div>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.</div><div></div><div><br>
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.</div><div></div><div><br>
Apply Now!</div><br>
<div></div>
</div><p></p><h3 class="jobSectionHeader"><b>Job Description</b></h3>
<div><div>Role Summary:
<br>
</div><div>We are looking for a seasoned and highly professional Executive Secretary to the CEO, who will serve as a trusted partner in enabling executive effectiveness. The incumbent will primarily support the CEO (70% focus) while also providing high-level executive assistance to the Executive Committee (G5) and overseeing administrative operations for the Dubai office. This role requires strong coordination skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.</div><div></div><div><br>
Key Responsibilities:
<br>
</div><div>Executive Secretary to CEO (Primary Responsibility &ndash; 70%):
<br>
</div><ul><li>Provide comprehensive executive support, ensuring seamless management of the CEO&rsquo;s calendar, priorities, and engagements
</li><li>Strategically manage complex scheduling, including internal leadership meetings, external stakeholder interactions, and travel planning
</li><li>Prepare high-quality reports, presentations, briefing notes, and correspondence on behalf of the CEO
</li><li>Act as a key liaison between the CEO and internal/external stakeholders, ensuring effective communication and follow-through
</li><li>Track strategic priorities, action items, and deliverables, ensuring timely closure
</li><li>Maintain strict confidentiality and handle sensitive information with utmost professionalism<br>
</li></ul><div></div><br>
<div>Executive Assistant &ndash; Executive Committee (G5):
<br>
</div><ul><li>Provide structured administrative and coordination support to members of the Executive Committee
</li><li>Facilitate leadership meetings by managing logistics, preparing agendas, and documenting minutes
</li><li>Support in the preparation of business presentations, dashboards, and reports
</li><li>Ensure alignment and follow-ups across functions on key initiatives and decisions<br>
</li></ul><div></div><br>
<div>Dubai Office Administration:
<br>
</div><ul><li>Oversee and manage day-to-day administrative operations of the Dubai office
</li><li>Coordinate with external vendors, facility management teams, and service providers
</li><li>Ensure smooth functioning of office infrastructure, supplies, and administrative processes
</li><li>Support onboarding and administrative requirements for employees based in Dubai
</li><li>Ensure adherence to local compliance and administrative standards</li></ul><h3 class="jobSectionHeader"><b><br>
Requirements</b></h3><div>
Key Competencies:
<br>
</div><ul><li>Strong executive presence with excellent interpersonal and communication skills
</li><li>Exceptional planning, prioritization, and time management abilities
</li><li>High level of integrity, discretion, and confidentiality
</li><li>Detail-oriented with strong execution and follow-through capabilities
</li><li>Ability to manage multiple stakeholders and work under tight timelines
</li><li>Advanced proficiency in MS Office and presentation tools<br>
</li></ul><div></div><br>
<div>Qualifications &amp; Experience:
<br>
</div><ul><li>Bachelor&rsquo;s degree in business administration or a related discipline
</li><li>8+ years of experience in executive support roles, preferably supporting CXO-level leadership
</li><li>Prior exposure to multinational or cross-cultural environments will be an advantage<br>
</li></ul><div></div><br>
<div>Personal Attributes:
<br>
</div><ul><li>Highly proactive and solution-oriented
</li><li>Professional, composed, and adaptable
</li><li>Strong ownership mindset with a high degree of accountability</li></ul><br>
<b>
CANDIDTAES WITH SPONSERED VISA (SPOUSE/FATHER) WILL BE PREFERED</b></div></div></div></div></div><p></p>

<p>Female Executive Secretary fluent in Arabic and English with 5 year experienced in the UAE. Provides high-level administrative support to senior executives, managing calendars, travel, meetings, act as a vital liaison, handling correspondence, taking minutes, and managing office operations to allow executives to focus on managerial duties.</p><p>Pay: AED1.00 - AED2.00 per hour</p><p>Work Location: In person</p>

EXECUTIVE SECRETARY

FMC Network

<p>We are seeking a highly competent and business-savvy Executive Secretary to support the Chairman. The ideal candidate will not only provide top-level administrative and executive support but also demonstrate strong business acumen to actively contribute to business discussions, initiatives, and strategic planning. This role is suited for someone who understands the dynamics of the healthcare insurance industry and can act as a reliable liaison between the Chairman, senior leadership, and external stakeholders.</p><p><b>Key Responsibilities:</b></p><ul><li>Manage and maintain the Chairman&rsquo;s calendar, schedule meetings, and coordinate travel arrangements.</li><li>Prepare agendas, attend meetings, take minutes, and follow up on action items.</li><li>Draft and manage correspondence, presentations, and reports on behalf of the Chairman.</li><li>Maintain confidentiality of highly sensitive information at all times.</li><li>Participate in selected business meetings, take part in ideation sessions, and contribute to strategic decision-making.</li><li>Coordinate with heads of departments to track progress of key business objectives and provide regular updates to the Chairman.</li><li>Support in the preparation of board meeting materials, reports, and performance dashboards.</li><li>Liaise with regulators, partners, clients, and senior officials when required.</li><li>Represent the Chairman in selected internal and external engagements when necessary.</li></ul><p><b>Requirements:</b></p><ul><li>Bachelor&rsquo;s degree in Business Administration, Healthcare Management, MSW or related field (Master&rsquo;s preferred).</li><li>Minimum of 5&ndash;10 years of experience in a similar executive support role, preferably in the healthcare, insurance, or financial services industry.</li><li>Strong understanding of business operations; exposure to the health insurance/TPA sector is highly desirable.</li><li>Exceptional organizational and multitasking abilities.</li><li>Excellent written and verbal communication skills.</li><li>Proficiency in MS Office Suite (Word, Excel, PowerPoint) and business communication tools.</li><li>Valid UAE driving license.</li></ul><p><b>Job Type: Full-time</b></p><p>Job Type: Full-time</p><p>Work Location: In person</p>

Emirates

<div>
 <strong>
  Job Purpose
  <br/>
  <br/>
 </strong>
 At Emirates Group, we connect the world through our global hub in Dubai, ensuring our customers always &lsquo;Fly Better.&rsquo; As one of the most recognised and admired brands globally, we&rsquo;re driven by innovation and excellence. Join us as an Executive Secretary and experience a fast-paced, multicultural environment where your ideas and expertise will help shape the future of aviation. Here, you&rsquo;ll grow alongside professionals from diverse backgrounds, contributing to our shared success and making your mark on a global stage.
 <br/>
 <br/>
 <strong>
  As an Executive Secretary,
 </strong>
 you will control and manage the administration of the Department in addition to providing confidential secretarial/administrative services.
 <br/>
 <br/>
 <strong>
  In This Role, You Will
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Monitor the daily schedule of the Departmental Head/Manager and furnish required information/documentation for meetings/appointments, by co-ordinating with sources within and outside the Department.
  </li>
  <li>
   Provide secretarial services to the Departmental Head/Manager by attending to routine administrative paper work.
  </li>
  <li>
   Screen incoming mails and telephone calls, action responses, re-direct correspondence and collate to the appropriate person obtaining additional information where necessary.
  </li>
  <li>
   Supervise the Department's attendance records, overtime claims and verify such claims where necessary and ensure that overtime claims are processed and forwarded to Salary Admin. Department for payment.
  </li>
  <li>
   Be fully conversant with the activities of the organisation in order to liaise effectively with senior executives and external contacts on behalf of the Departmental Head/Manager.
  </li>
  <li>
   Maintain Petty Cash accounts by verifying authenticity of claims ensuring figures are accurately recorded. Control and handle cash transactions to bring accounts to balance.
   <br/>
   <br/>
  </li>
 </ul>
 Qualification
 <br/>
 <br/>
 <strong>
  To be considered for this role, you must meet the below requirements:
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Secretarial qualification preferable.
  </li>
  <li>
   At least 4 years experience in an administrative capacity in a medium or large size company with administrative skills.
  </li>
  <li>
   Must be fully competent in MS Office applications.
  </li>
  <li>
   Fluency in spoken and written English, pleasant telephone etiquettes and the ability to prioritise work.
   <br/>
   <br/>
  </li>
 </ul>
 At Emirates Group, we&rsquo;re committed to providing our employees with opportunities to grow and develop their careers. If you&rsquo;re looking for a challenging and rewarding opportunity, apply today and join our team!
 <br/>
 <br/>
 Salary &amp; benefits
 <br/>
 <br/>
 Join us in Dubai and enjoy an attractive tax-free salary and travel benefits that are exclusive to our industry, including discounts on flights and hotel stays worldwide. Discover what it&rsquo;s like to live and work in our fast-paced, cosmopolitan home city by visiting the Dubai Lifestyle section on our career&rsquo;s website: www.emirates.com/careers.
</div>


Reinforcement HR Consultancy

<p>Receptionist cum Executive Secretary (Arabic Speaking &ndash; Female is a must!)</p><p>We are looking for a professional and well-presented Arabic-speaking Female Receptionist cum Executive Secretary to join our team in Dubai. The ideal candidate should have excellent communication skills, strong organizational abilities, and a pleasant personality to manage front desk operations and provide administrative support.</p><p>Key Responsibilities:</p><p>Handle incoming calls, emails, and correspondence</p><p>Manage appointments, meetings, and calendars</p><p>Provide administrative and secretarial support to management</p><p>Prepare reports, documents, and presentations</p><p>Maintain office records and filing systems</p><p>Coordinate with internal teams and external clients</p><p>Requirements:</p><p>Fluent in Arabic and English (spoken and written)</p><p>Proven experience as a receptionist or executive secretary</p><p>Proficient in MS Office (Word, Excel, Outlook)</p><p>Strong communication and interpersonal skills</p><p>Well-organized with multitasking ability</p><p>Professional appearance and positive attitude</p><p>Preferred:</p><p>Previous experience in UAE</p><p>Salary &amp; Benefits:</p><p>Competitive salary (based on experience)</p><p>Visa and other benefits as per UAE labor law</p><p>If you meet the above criteria, we would love to hear from you.</p><p>Apply Now:</p><p>Please send your CV to info@reinforcement.ae</p><p>Job Types: Full-time, Permanent, Contract<br/>Contract length: 24 months</p><p>Pay: AED5,000.00 - AED8,000.00 per month</p><p>Work Location: In person</p>

Receptionist cum Executive Secretary

Explore 524+ Executive secretary in United Arab Emirates this May. Find roles across top companies and apply now to boost your career.

524 executive secretary jobs In United Arab Emirates

Executive Secretary

Executive Secretary

Executive Secretary

EXECUTIVE SECRETARY

Executive Secretary

Executive Secretary

Receptionist cum Executive Secretary