executive secretary

Vibes Staffing

<div>
 <p>
  <strong>
   <u>
    ROLE PURPOSE
   </u>
  </strong>
 </p>
 <p>
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 </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.
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 </p>
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  <strong>
   <u>
    CORE RESPONSIBILITIES
   </u>
  </strong>
 </p>
 <p>
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 </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>
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   Prepare daily and weekly priority briefings for the MD to ensure focus remains on high-impact strategic matters.
  </li>
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   Anticipate needs and create structured plans that allow the MD to operate at peak effectiveness.
  </li>
 </ul>
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 </p>
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  <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>
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   Maintain a live task and delegation tracker, monitoring progress and flagging delays proactively.
  </li>
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   Liaise between the MD and team members to resolve issues, provide clarity, and ensure smooth handovers.
  </li>
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   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.
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   Prepare and format professional presentations, reports, meeting materials, and briefing documents.
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   Minute-take during key meetings, distribute action items, and track follow-through.
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   Manage confidential information with absolute discretion.
  </li>
 </ul>
 <p>
  <br/>
 </p>
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  <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>
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   Build and maintain efficient digital filing, documentation, and workflow systems.
  </li>
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   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>
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  <br/>
 </p>
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  <strong>
   Administrative &amp; Operational Support
  </strong>
 </p>
 <ul>
  <li>
   Coordinate logistics for internal and external meetings, including venue, agenda, materials, and attendee management.
  </li>
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   Arrange travel, accommodation, and itineraries for the MD and senior guests as required.
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   Manage office supplies, vendor relationships, and administrative contracts pertaining to the MD's office.
  </li>
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   Support the preparation and submission of expense reports and relevant administrative documentation.
  </li>
 </ul>
 <p>
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 </p>
 <p>
  <strong>
   <u>
    KNOWLEDGE &amp; SKILLS
   </u>
  </strong>
 </p>
 <p>
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 </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>
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   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>
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   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>
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   Exceptional written and verbal English communication skills, including professional email and business writing.
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   Strong presentation design skills with proven ability to create clear, visually compelling materials for executive audiences.
  </li>
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   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 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>

2P Perfect Presentation

<div>
 <p>
  Since 2004, 2P has been at the forefront of Saudi Arabia&rsquo;s ICT landscape, delivering integrated technology solutions that help organizations accelerate digital transformation and enhance operational efficiency. With a strong foundation in innovation and service excellence, 2P continues to provide end-to-end solutions through its specialized business units and trusted market expertise. We are always looking to connect with talented professionals who are passionate about making an impact and growing within a dynamic, forward-looking environment.
 </p>
 <p>
  <br/>
 </p>
 <p>
  We are seeking a professional and detail-oriented
  <strong>
   Executive Secretary
  </strong>
  to provide high-level administrative support to senior management. The ideal candidate will play a critical role in managing executive schedules, coordinating communications, and ensuring seamless administrative operations.
 </p>
 <p>
  This role is ideal for someone who is highly organized, discreet, and capable of handling sensitive information with professionalism.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Key Responsibilities:
  </strong>
 </p>
 <p>
  Manage executive calendars, meetings, and appointments.
 </p>
 <p>
  Prepare reports, presentations, and official correspondence.
 </p>
 <p>
  Handle confidential information with a high level of discretion.
 </p>
 <p>
  Coordinate internal and external communications.
 </p>
 <p>
  Organize meetings, prepare agendas, and take minutes.
 </p>
 <p>
  Arrange travel plans and manage logistics.
 </p>
 <p>
  Act as a liaison between executives and stakeholders.
 </p>
 <p>
  Follow up on action items and ensure timely execution.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Qualifications &amp; Requirements:
  </strong>
 </p>
 <p>
  Bachelor&rsquo;s degree or Diploma in Business Administration or a related field.
 </p>
 <p>
  3+ years of experience in executive support roles.
 </p>
 <p>
  Excellent communication and interpersonal skills.
 </p>
 <p>
  High level of professionalism and confidentiality.
 </p>
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  Strong organizational and multitasking abilities.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Key Skills:
  </strong>
 </p>
 <p>
  Executive Support
 </p>
 <p>
  Calendar Management
 </p>
 <p>
  Communication &amp; Coordination
 </p>
 <p>
  Confidentiality Handling
 </p>
 <p>
  Reporting &amp; Documentation
 </p>
 <p>
  Time Management
 </p>
 <p>
  Attention to Detail
 </p>
</div>


Wolfiz Solutions Pvt. Ltd

<p>Wolfiz Solutions is looking for an organized and experienced Executive Secretary who will protect executive time, increase decision velocity, and reduce operational noise.</p><p>Responsibilities</p><ul><li>Manage calendars across internal and external stakeholders</li><li>Coordinate meetings and conferences</li><li>Prepare agendas for internal and external meetings</li><li>Create reports, meeting minutes, and presentations</li><li>Draft replies, handle email correspondence, follow-ups, and documentation where appropriate</li><li>Schedule travel, including planning, booking, and logistics</li><li>Track expenses, maintain reimbursement logs, and follow up on contract documentation</li></ul><p>Qualifications</p><ul><li>2+ years of experience as an Executive Secretary, Personal Secretary, Executive Assistant, or in a similar role supporting senior executives</li><li>Proficient in ChatGPT and Microsoft Office Suite</li><li>Strong verbal and written communication skills</li><li>Excellent organizational and multitasking abilities</li></ul><p>Job Type: Full-time</p><p>Education:</p><ul><li>Bachelor's (Required)</li></ul><p>Experience:</p><ul><li>Executive Secretary : 2 years (Required)</li></ul><p>Location:</p><ul><li>Islamabad (Required)</li></ul><p>Work Location: In person</p>

Emirates Talent Solution

<p><b>Position Title:</b> Executive Assistant / Secretary<br/><b>Location:</b> Karachi, Pakistan<br/><b>Employment Type:</b> Full-Time</p><p>Job Overview</p><p>Emirates Talent Solution is hiring a <b>professional and detail-oriented Executive Assistant / Secretary</b>. This role requires someone who can efficiently handle executive-level administration, communication flow, scheduling, and overall office coordination within a dynamic business environment.</p><p>Key ResponsibilitiesExecutive &amp; Administrative Support</p><ul><li>Coordinate executive calendars, meetings, and daily schedules.</li><li>Prepare, edit, and format presentations, reports, and official documents.</li><li>Maintain structured and confidential filing systems for senior management records.</li></ul><p>Communication &amp; Coordination</p><ul><li>Serve as the primary point of contact between management and internal/external stakeholders..</li><li>Facilitate smooth communication across departments and teams.</li></ul><p>Meeting &amp; Event Management</p><ul><li>Plan and organize meetings</li><li>Develop meeting agendas, take minutes, and track action items.</li></ul><p>Confidentiality &amp; Professional Ethics</p><ul><li>Manage sensitive information with strict confidentiality and professionalism.</li><li>Ensure secure handling and storage of important documentation.</li></ul><p>Office &amp; HR Assistance</p><ul><li>Oversee routine office administration.</li></ul><p>Requirements</p><ul><li>Bachelor&rsquo;s degree</li><li>Atleast <b>4-5 years</b> of relevant experience in executive secretary role.</li><li>Advanced knowledge of <b>Microsoft Office Suite</b> (Word, Excel, PowerPoint, Outlook).</li><li>Strong command over <b>English</b></li><li>Excellent organizational, multitasking, and time-management abilities.</li><li>High level of discretion, accuracy, and attention to detail.</li><li>Previous exposure to the <b>signage or outdoor advertising industry</b> will be considered a plus.</li></ul><p>Job Type: Full-time</p><p>Pay: Up to Rs100,000.00 per month</p><p>Work Location: In person</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

National Institute of Blood Diseases & Bone Marrow Transplantation Lahore

<p><b>Job Summary:</b></p><p>We are seeking a competent and highly organized Executive Secretary to provide administrative and coordination support. The ideal candidate should have strong familiarity with medical terminologies, clinical documentation, and hospital administrative processes, and must be comfortable working closely with clinical consultants and medical leadership.</p><p><b>Key Responsibilities:</b></p><ul><li>Provide executive-level secretarial support to the management and medical leadership.</li><li>Maintain and manage confidential medical and administrative records, reports, and correspondence.</li><li>Prepare official letters, clinical reports, presentations, and departmental documentation.</li><li>Coordinate meetings of medical boards, clinical committees, and consultant meetings, including preparation of agendas and minutes.</li><li>Liaise effectively with clinical consultants, department heads, and hospital management to ensure smooth communication.</li><li>Assist in preparing documentation related to clinical governance, hospital accreditation, and regulatory compliance.</li><li>Maintain proper documentation control for departmental policies, clinical guidelines, and meeting records.</li><li>Manage scheduling and coordination for consultants and departmental meetings.</li></ul><p><b>Requirements:</b></p><ul><li>Bachelor&rsquo;s degree in Business Administration, Healthcare Management, or a related field.</li><li>3&ndash;5 years of experience as an Executive Secretary or Administrative Officer, preferably in a hospital or healthcare setting.</li><li>Sound knowledge of medical terminologies, diseases, and clinical documentation.</li><li>Experience working closely with clinical consultants, medical boards, or hospital medical committees will be preferred.</li><li>Strong communication, coordination, and organizational skills.</li><li>Proficiency in MS Office (Word, Excel, PowerPoint) and report preparation.</li><li>Ability to handle sensitive and confidential information with professionalism.</li></ul><p>Job Types: Full-time, Contract<br/>Contract length: 12 months</p><p>Education:</p><ul><li>Bachelor's (Required)</li></ul><p>Experience:</p><ul><li>relevant: 5 years (Required)</li></ul><p>Willingness to travel:</p><ul><li>25% (Preferred)</li></ul><p>Work Location: In person</p>

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