Executive Secretary

4.1 Secretary/PA Support:

• Gather updates from all teams to compile a consolidated report on a daily basis, ensuring submission before the end of the day.
• Collaborate on creating the schedule for the following day as needed.
• Maintain engagement with the sales staff to provide regular updates to management.
• Prepare Gantt Chart reports for project submissions, verify estimates for final approvals, and follow up on lists of completed and pending activities.
• Manage the Tenancy and Ejari contract processes, including renewals.
• Draft and manage letters, emails, and confirmations associated with operations.
• Oversee company license renewals, respond to authority communications, and manage office inspection replies and other official requirements.
• Take inventory of all workers on-site and send daily workforce reports to relevant stakeholders.

4.2 Administrative Support:

• Manage calendars, schedule meetings, and coordinate travel arrangements for executives.

4.3 Communication Management:

• Handle correspondence, including emails and phone calls, acting as a liaison between executives and staff from various departments. Provide daily and weekly updates from respective departments to the director.

4.4 Document Preparation:

• Prepare reports, presentations, and other documents as needed, ensuring they are well-organized and professional. Create GAAP reports and document them accordingly.

4.5 Meeting Coordination:

• Organize and facilitate meetings, including agenda preparation, minute-taking, and following up on action items.

4.6 Project Management:

• Assist in managing projects by tracking deadlines, coordinating resources, and ensuring tasks are completed on time.

4.7 Research and Analysis:

• Conduct research on various topics to provide relevant information and insights to support decision-making.

4.8 Confidentiality:

• Uphold discretion and confidentiality while handling sensitive information related to the executive and the organization.

4.9 Office Management:

• Oversee office supplies, equipment maintenance, and other administrative tasks to ensure smooth operations.

4.10 Relationship Building:

• Build and maintain relationships with clients, vendors, and other stakeholders to enhance business relationships.

4.11 Problem Solving:

• Address issues as they arise and develop solutions to streamline processes and enhance efficiency.

Pay: AED2,500.00 - AED4,000.00 per month

Work Location: In person