Executive Secretary

Job Description

Reports to: Chairman and CEO

Company:

Afnan Perfumes founded in 2007, is a UAE-based international fragrance brand celebrated for its premium perfumes and exclusive designs. Renowned for superior quality and ethical values, Afnan has grown into a global perfume house of high repute, captivating consumers worldwide and maintaining exceptional production standards, driven by a professional and dedicated team.

Job Summary:

This is a high-trust role requiring strong communication, excellent judgment, and the ability to manage both professional and personal matters.

Key Responsibilities:

• Provide comprehensive business, administrative, and personal support with a high level of discretion and efficiency.
• Manage complex calendars and appointments.
• Plan, coordinate, and execute end-to-end travel arrangements (flights, ground transportation, Hotel).
• Demonstrate hands-on expertise in travel management with strong attention to detail and accuracy.
• Leverage extensive knowledge of the Emirates Skywards program to optimize bookings, redeem points effectively, and ensure cost-efficient travel.
• Utilize credit cards strategically for travel bookings, maximizing rewards, points accumulation, and overall cost savings.
• Handle visa applications, document preparation, and coordinate with consulates/embassies/agencies, including follow-ups.
• Create detailed travel itineraries and provide real-time travel support.
• Coordinate business meetings and personal engagements alongside travel schedules.
• Manage all gifting requirements, including sourcing, customization, and delivery for corporate and personal occasions.
• Maintain a proactive gifting calendar and recommend thoughtful options ahead of key dates.
• Maintain organized digital and physical filing systems for property and client records.
• Manage email communications, calls, and follow-ups with professionalism and confidentiality.
• Liaise effectively with internal teams and external stakeholders.
• Coordinate personal tasks, home/vendor management, and private event planning.
• Assist in preparing reports, presentations, and meeting materials.

• Minimum 5 years of Executive Secretary, Executive Assistant, or similar role supporting senior leadership or board-level executives.
• Excellent organizational and time-management skills; ability to prioritize and multitask efficiently.
• Strong communication skills – verbal and written – with the ability to interact confidently across all levels.
• Demonstrated experience managing international travel logistics and visa processes.
• High level of integrity, confidentiality, and discretion.
• Tech-savvy with proficiency in MS Office (Advance knowledge of MS Excel).
• Flexible with working hours, and available for urgent requirements or occasional travel.

• A prestigious role supporting top leadership in an internationally acclaimed brand
• Competitive compensation and benefits package
• Opportunities to work in a fast-paced, high-performance environment that values initiative and excellence
• Opportunities for professional growth within a respected and expanding organization
• A culture built on trust, integrity, and collaboration

Afnan Perfumes is committed to building diverse and inclusive teams and upholding an equal employment workplace that is free from discrimination. We hire stellar individuals regardless of their race, color, ancestry, religion, gender identity, national origin, sexual orientation, age, marital status, medical conditions, disability, or veteran status.