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Executive Secretary

2 months ago

Dubai, United Arab Emirates Classified Company Full time

**Position Overview**:
The Executive Office Secretary will play a crucial role in providing high-level administrative support to the executive team in the company. This position requires a seasoned professional with executive experience in administrative role within the shipping and logistics industry. An executive secretary is responsible for handling confidential information, coordinating meetings and travel arrangements, and assisting with various administrative tasks to ensure the smooth operation of the executive office.

**Key Responsibilities**:
1. **Executive Support**: Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, and prioritizing appointments.

2. **Communication Management**: Serve as the primary point of contact for internal and external communications, screening phone calls, responding to inquiries, and handling correspondence on behalf of the executives.

3. **Travel Coordination**: Arrange domestic and international travel accommodations for executives, including flights, accommodations, transportation, and visa processing, ensuring efficient and cost-effective travel arrangements.

4. **Meeting Coordination**

5. Document Management: Maintain and organize confidential documents and files, including agendas, presentations, and meeting minutes.

6. **Office Management**: Oversee the day-to-day operations of the executive office, including managing office supplies, equipment, and facilities, and coordinating maintenance and repairs as needed.

7. **Special Projects**: Assist with special projects and initiatives as assigned by the executive’s team, providing research, analysis, and administrative support as required.

8. **Relationship Management**

9. **Adhere to Policies**

**Qualifications**:

- Bachelor’s degree in business administration, Office Management, or a related field preferred.
- Minimum of 5 to 6 years of experience in an executive secretary or administrative support role, preferably in the shipping/marine and logistics industry.
- Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database management systems.
- Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines efficiently.
- Strong English communication and interpersonal skills, with a professional courteous demeanor.
- High level of discretion and confidentiality in handling sensitive information.
- Proactive and resourceful with the ability to anticipate needs to take initiative.
- Flexibility to adapt to changing priorities and work independently with mínimal supervision.

**Benefits**:

- Health Insurance
- Paid time off
- Opportunities for professional development and advancement

Application Question(s):

- Are you currently based in Dubai?
- What is your current salary?
- What is your expected salary?

**Education**:

- Bachelor's (required)

**Experience**:

- Executive Secretary or Administrative Support Role: 5 years (required)

**Language**:

- Fluent English (required)

Application Deadline: 30/03/2024
Expected Start Date: 30/03/2024

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