executive secretary

Vibes Staffing

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    ROLE PURPOSE
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  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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    CORE RESPONSIBILITIES
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   Strategic Priority Management &amp; Executive Filtering
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   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.
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   Filter and triage all incoming communications, meeting requests, and tasks, escalating only what is genuinely critical to the MD.
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   Prepare daily and weekly priority briefings for the MD to ensure focus remains on high-impact strategic matters.
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   Anticipate needs and create structured plans that allow the MD to operate at peak effectiveness.
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   Task Delegation, Follow-Up &amp; Gatekeeping
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   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.
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   Maintain a live task and delegation tracker, monitoring progress and flagging delays proactively.
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   Liaise between the MD and team members to resolve issues, provide clarity, and ensure smooth handovers.
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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.
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   Communication &amp; Documentation
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   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.
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   Technology &amp; Process Improvement
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   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.
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   Build and maintain efficient digital filing, documentation, and workflow systems.
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   Champion the move from manual and paper-based processes to streamlined, technology-enabled ways of working.
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   Proactively research and recommend tools, templates, and process improvements that increase organisational efficiency.
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   Administrative &amp; Operational Support
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   Coordinate logistics for internal and external meetings, including venue, agenda, materials, and attendee management.
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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.
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   Support the preparation and submission of expense reports and relevant administrative documentation.
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    KNOWLEDGE &amp; SKILLS
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   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.
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   Bachelor's degree in Business Administration, Communications, Office Management, or a related field.
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   Minimum 5 years of experience in an Executive Secretary or Executive Assistant role directly supporting C-suite or senior leadership.
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   Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with demonstrable ability to produce polished, professional outputs.
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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.
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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.
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   Experience introducing or implementing technology-driven process improvements within an executive office or similar environment is a strong advantage.
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   Excellent English language skills (written and spoken) are required.
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   Arabic language proficiency is an advantage.
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Executive Secretary

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>

B&B Hotel Hannover-City

<p><b>Are you holding an Emirati Family Book?</b> Then you may be the candidate we are looking for. We are seeking a professional and highly organized Executive Secretary / Department Coordinator to provide executive-level support to the CEO while coordinating daily departmental operations. The ideal candidate should possess strong communication skills in English and Arabic, excellent administrative abilities, and the flexibility to support business events during weekends and evenings when required.</p><p><b>Key Responsibilities</b></p><ul><li>Provide high-level administrative and secretarial support to the CEO.</li><li>Manage calendars, meetings, appointments, travel arrangements, and correspondence.</li><li>Coordinate departmental activities, schedules, and internal communication.</li><li>Prepare reports, presentations, meeting minutes, and official documents.</li><li>Liaise with internal departments, external stakeholders, and clients professionally.</li><li>Support event coordination, including weekend and evening events when required.</li><li>Maintain confidentiality of sensitive business information and executive communications.</li><li>Ensure smooth office operations and assist in resolving administrative issues efficiently.</li><li>Deliver excellent customer service while maintaining strong professional relationships.</li></ul><p><b>Required skills/ Education/ Experience</b></p><ul><li>Any Bachelors Degree</li><li>Must be hold Emirati Family book</li><li>Minimum 2&ndash;3 years of experience in an Executive Secretary, Executive Assistant, or similar coordination role.</li><li>Proven track record of supporting C-Suite executives.</li><li>Strong communication skills in English and Arabic (spoken and written).</li><li>Proficient in Microsoft Office Applications (Word, Excel, PowerPoint, Outlook).</li><li>Ability to work under pressure and manage multiple priorities effectively.</li><li>Flexible to work during weekends and evenings for events and business requirements.</li><li>Strong organizational, interpersonal, and customer service skills.</li><li>Team player with a professional and positive attitude.</li></ul><p><b>Salary: AED 10000/Month</b></p><p><b>Location: Dubai</b></p><p><b>Type of Employment: Full time / Permanent</b></p><p><b>What you can expect from the employer</b></p><p>Opportunity to grow and develop creative skills</p><p>Supportive and collaborative work environment</p><p>Exposure to real-world projects and branding work.</p><p>Pay: AED9,000.00 - AED10,000.00 per hour</p><p>Application Question(s):</p><ul><li>Are you an Emirati national ?</li><li>Are you okay to work 5 days a week?</li><li>Do you have min 2&ndash;3 years of experience in an Executive Secretary, Executive Assistant, or similar coordination role.</li></ul><p>Work Location: In person</p>

UNITED STEEL INDUSTRIAL CO.

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 We are seeking a talented and exceptionally skilled Executive Secretary to join our multicultural and diverse team in Kuwait. Working directly with the Chief Finance Officer, you will be responsible for being proficient in standard secretary duties, including managing correspondence, scheduling meetings, maintaining records, and preparing and delivering professional presentations within the Finance Team.
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  Duties may include but will not be limited to:
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   Provide high-level administrative support to the Finance Department.
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   Coordinate and manage executive schedules, meetings, and travel arrangements.
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   Assist in the preparation of financial reports and presentations.
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   Utilize advanced Excel skills to analyze and present financial data.
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   Handle confidential financial information with discretion and professionalism.
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   Translate documents and facilitate communication between bilingual teams.
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   Proficient in standard secretary duties, including managing correspondence, scheduling meetings, and maintaining records.
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   Capable of preparing and delivering professional presentations with a keen eye for detail.
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   Ability to manipulate and present financial data effectively.
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  Preferred Skills
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   Extensive knowledge of Microsoft Excel, including complex formulae, data analysis, and reporting.
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   Strong understanding of finance principles and terminology.
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   Familiarity with financial reports, statements, and budgeting processes.
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   Fluent in both English and Arabic.
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   Excellent written and verbal communication skills in both English and Arabic.
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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>

Metel Group of Companies

<p><b>Job Title:</b> Arabic-Speaking Secretary female (Accounts Experience)</p><p><b>Location:</b> Sharjah, UAE</p><p><b>Salary:</b> AED 3,000 &ndash; AED 4,000</p><p><b>Job Description:</b><br/>We are looking for a professional and organized Arabic-speaking Secretary with experience in accounts to join our team in Sharjah. The ideal candidate will be responsible for handling administrative tasks, supporting daily office operations, and assisting with basic accounting duties.</p><p><b>Key Responsibilities:</b></p><ul><li>Manage office correspondence, phone calls, and emails</li><li>Maintain filing systems and documentation</li><li>Assist with invoicing, data entry, and basic accounting tasks</li><li>Prepare reports and handle routine administrative duties</li><li>Coordinate meetings and manage schedules</li></ul><p><b>Requirements:</b></p><ul><li>Fluent in Arabic and English (spoken and written)</li><li>Previous experience in a secretarial role with accounting knowledge</li><li>Proficient in MS Office and basic accounting software</li><li>Strong organizational and communication skills</li></ul><p>Job Type: Full-time</p><p>Pay: AED3,000.00 - AED4,000.00 per month</p><p>Work Location: In person</p>

Michigan State University

<div></div><div><div><div><div><div><ul><li>East Lansing, Michigan, United States
</li> </ul></div><div></div><div><ul><li>Nursing 10033616
</li> </ul></div><div></div><div><ul><li>Area of Interest: Administrative/Business/Professional
</li> <div></div><li>Area of Interest: Education/Training
</li> <div></div><li>Area of Interest: Health Care Support</li></ul><div></div><div><div><b><br>
</b></div>
 </div></div><div></div><div><ul><li>Support Staff
</li> </ul></div><div></div><div><ul><li>Opening on: May 6 2026
</li> <div></div><li>Closing at: May 12 2026 - 23:55 EDT
</li> </ul></div><div></div><div><ul><li>10
</li> </ul></div><div></div><div><ul><li>Salary Commensurate with Experience
</li> </ul></div><div></div><div><ul><li>College Of Nursing
</li> <div></div><li>1127875</li></ul></div></div><div></div><div><div><div><b><br>
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</b></div></div><div><h3 class="jobSectionHeader"><b>Working/Functional Title</b></h3>
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Academic Affairs Executive Secretary</p>
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Position Summary</b></h3>
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The College of Nursing is seeking application for our Academic Affairs Executive Secretary position. Reporting to the Associate Dean for Academic Affairs, the Academic Affairs Executive Secretary will provide support in all aspects of the Academic Affairs unit in the College of Nursing inclusive of supporting the Associate Dean for Academic Affairs and nursing curriculum system management. This position requires one to have strong organizational skills, the ability to be extremely detail‐oriented as well as the ability to multi‐task in a fast‐paced environment with frequent interruptions. The Academic Affairs Executive Secretary must be able to handle information with strict confidentiality as well as function independently with little direct supervision. The working hours are from 8 a.m. - 5 p.m. Monday through Friday.</p>
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Position responsibilities include but are not limited to:</p>
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<li>Manages and maintains the Associate Dean for Academic Affairs complex calendar with independent ability to schedule, reschedule and cancel meetings and conferences</li>
<li>Coordinates travel and handles travel reimbursements for the Associate Dean</li>
<li>Creates, maintains and archives an accurate and efficient filing (electronic and physical) system for the Associate Dean for Academic Affairs</li>
<li>Assist Associate Dean with faculty reviews</li>
<li>Collects, compiles, and interprets data/information from internal and external sources to produce reports for a variety of university, public and private sources for the Associate Dean</li>
<li>Full responsibility for correct major codes on courses and sections and communicating the codes for Revenue Based Initiatives and other budget items</li>
<li>Enters the on and off campus course schedules through the university Student Information System (SIS)</li>
<li>Enters and updates pertinent information into the Student Information System (SIS)</li>
<li>Responsible for maintenance of accurate master course schedule including updates to courses, section arrangements, enrollment, etc.</li>
<li>Regular communication with College leadership, faculty, OSA, and RO to ensure schedule is current and available to the college for use across multiple units.</li>
<li>Acts as a liaison between the CON, UCC and AACC regarding curricular matters and changes and provides recommendations on policies and procedures related to curriculum and program changes</li>
</ul><h3 class="jobSectionHeader"><b>Minimum Requirements</b></h3>
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 knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and gr ammar; five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software; or an equivalent combination of education and experience.</p>
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Desired Qualifications</b></h3>
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Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associate&rsquo;s degree; six months to one year of related and progressively more responsible or expansive work experience In word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software; office procedures; proficient use of Microsoft Suite including Outlook; ability to work Independently and use sound judgment; strong organizational skills, extremely detail‐oriented, ability to multi‐task in a fast‐ paced environment with frequent interruptions, ability to work independently, handle information with strict confidentiality or an equivalent combination of education and experience.</p>
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In addition to the requirements listed above, a bachelor's degree in business or related field is highly desired. Previous experience providing administrative support and managing a complex calendar; knowledge of University policies and procedures; familiarity with EBS financial transaction processing; advanced experience with Microsoft Office Word, Excel, PowerPoint, Access and Outlook including calendaring; CLIFMS experience; excellent written and verbal communication skills; website content management experience; proofreading experience including correct usage of grammar, writing and editing skills; ability to multitask; excellent customer service skills and event planning experience are also desired. The ideal candidate will also have strong organizational skills, be extremely detail‐oriented, be able to multi‐task in a fast‐paced environment with frequent interruptions, be able to work independently, handle information with strict confidentiality and be able to problem solve quickly and efficiently. In addition, experience in higher education is highly desired.</p>
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Equal Employment Opportunity Statement</b></h3>
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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.</p>
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Required Application Materials</b></h3>
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Resume and cover letter</p>
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Special Instructions</b></h3>
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Please provide a contact list of three (3) professional references knowledgeable of your work.</p>
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Work Hours</b></h3>
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STANDARD 8-5</p>
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Website</b></h3>
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WWW.NURSING.MSU.EDU</p>
<h3 class="jobSectionHeader"><b>
Summary of Physical Demands</b></h3>
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Duties may involve lifting 50 pounds or more with frequent lifting and/or carrying of objects weighing 25 pounds or more?</p>
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The Bidding Eligibility ends on 05/12/2026 at 11:55 PM</b></h3></div></div></div></div>

Academic Affairs Executive Secretary / Executive Secretary II

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Academic Affairs Executive Secretary / Executive Secretary II