Executive Secretary

Job Description

About Our Client:

This role is critical for ensuring a positive and efficient office environment.

Position Overview

We are seeking a highly organized, proactive, and professional Executive Secretary to provide comprehensive executive and administrative support to the Managing Director. This role is critical in ensuring seamless coordination of executive activities, strategic initiatives, stakeholder communications, and confidential business matters.

The ideal candidate will possess strong business acumen, exceptional organizational skills, and the ability to operate effectively within a fast-paced environment involving construction, real estate, investment, and diversified business operations.

Key Responsibilities

• Manage and coordinate the Managing Director's calendar, including executive meetings, project reviews, investment discussions, financial briefings, and business engagements
• Prepare, review, and organize business reports, presentations, proposals, correspondence, and executive documentation
• Handle highly confidential information relating to business operations, financial transactions, strategic partnerships, investments, joint ventures, and board-level matters
• Coordinate executive meetings with investors, financial institutions, government entities, business partners, and senior management teams
• Prepare meeting agendas, briefing notes, minutes of meetings, and track follow-up actions to ensure timely execution
• Communication & Stakeholder Coordination
• Serve as the primary liaison between the Managing Director and internal departments, external stakeholders, consultants, and business partners
• Monitor and follow up on key projects, strategic initiatives, investment decisions, and organizational priorities
• Draft professional communications, business correspondence, reports, official letters, and executive presentations
• Coordinate interactions with government authorities, regulatory bodies, financial institutions, and external consultants as required

• Organize and coordinate executive travel arrangements, international business trips, investor roadshows, conferences, site visits, and corporate events
• Maintain and manage executive records, project documentation, contracts, regulatory submissions, financial reports, and business correspondence
• Develop and maintain executive dashboards and status reports covering ongoing developments, investments, capital projects, and strategic initiatives
• Ensure efficient document management and filing systems while maintaining strict confidentiality standards

• Utilize AI-powered productivity tools to enhance reporting, document preparation, research, scheduling, and workflow efficiency
• Leverage AI solutions for presentation development, business analysis, meeting summaries, and executive communications
• Identify opportunities to improve executive office productivity through automation and digital transformation initiatives

• Bachelor's Degree in Business Administration, Finance, Management, or a related field
• Minimum 7–10 years of experience supporting C-level executives, Managing Directors, CEOs, Chairpersons, or senior leadership teams
• Prior experience within construction, real estate, investment, infrastructure, financial services, or diversified business groups is highly preferred
• Strong proficiency in AI tools and digital productivity platforms
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience using project management, collaboration, or CRM systems is advantageous
• Excellent written and verbal communication skills in English
• Knowledge of Hindi and/or Urdu will be considered an added advantage
• Valid UAE Driving License is mandatory
• Willingness and ability to travel within the GCC and internationally as required

Key Competencies

• Understanding of construction project lifecycles, property development processes, and investment structures
• Familiarity with business planning, executive reporting, and basic financial analys

• Exceptional organizational and time-management capabilities
• Strong attention to detail with excellent follow-through
• Ability to prioritize multiple assignments in a dynamic and demanding environment
• Strong analytical, problem-solving, and decision-support skills

• High degree of professionalism, integrity, discretion, and confidentiality
• Strong interpersonal and stakeholder management skills
• Self-motivated, proactive, and capable of working independently
• Ability to remain composed and effective under pressure and tight deadlines