Administrative Secretary

We are seeking a highly organized, detail-oriented, and proactive Administrative Secretary to join our dynamic team. The ideal candidate will have a proven track record of providing high-level administrative and secretarial support in a fast-paced corporate environment within the GCC region. You will be responsible for streamlining office operations, managing communications, and ensuring the smooth day-to-day functioning of the executive office.

Key Responsibilities:

• Office Management: Oversee daily office operations, maintain office supplies, and coordinate with building management and vendors as needed.
• Correspondence & Communication: Act as the first point of contact; manage incoming and outgoing phone calls, emails, couriers, and official correspondence with professionalism.
• Calendar & Schedule Management: Coordinate executive calendars, schedule internal and external meetings, appointments, and travel arrangements.
• Documentation & Reporting: Draft, format, and proofread professional letters, memos, reports, presentations, and minutes of meetings (MoM).
• Record Keeping: Maintain and update digital and physical filing systems, ensuring confidentiality and secure storage of sensitive company documents.
• Assist with basic public relations (PRO) duties, such as processing documentations, processing visa applications, and coordinating with local government departments (advantageous).
• Meeting Coordination: Prepare meeting rooms, organize catering, and compile necessary documentation/agendas for attendees.
• Financial Administration: Handle petty cash management, prepare expense reports, and assist the finance team with basic invoicing and billing coordination.

Qualifications & Requirements:

• Experience: Minimum of 2 to 3 years of verifiable administrative/secretarial experience working within the GCC region (UAE, Saudi Arabia, Qatar, Oman, Bahrain, or Kuwait).
• Education: Bachelor’s degree in Business Administration, Secretarial Studies, or a related field.
• Language Skills: Fluency in English (written and spoken) is mandatory. Proficiency in Arabic is a strong advantage.
• Technical Proficiency: Advanced computer literacy, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting platforms (Zoom, MS Teams).
• Cultural Awareness: Strong understanding of GCC business culture, etiquette, and standard local administrative procedures.

Key Competencies (Soft Skills):

• Exceptional organizational, multi-tasking, and time-management skills.
• High level of professionalism, discretion, and confidentiality when dealing with sensitive information.
• Strong interpersonal and communication skills.
• Proactive problem-solver with a high attention to detail.

Work Location: In person