Secretary

Dubai
Permanent
Full-time

6 days ago

Job Summary:The Executive Secretary to the GCC Director provides high-level administrative and organizational support to ensure the efficient operation of the GCC office. This role is responsible for managing the Director's schedule, coordinating communications across GCC markets, and supporting reporting and administrative processes in alignment with headquarters' requirements.Key Responsibilities

Calendar & Meeting Management

Manage and maintain the GCC Director's calendar, including scheduling meetings, appointments, and internal/external engagements
Coordinate meeting logistics, prepare agendas, and ensure timely follow-ups on action items
Arrange and support executive-level meetings with GCC country heads and stakeholders
Travel Coordination

Plan and organize domestic and international travel, including flights, accommodation, visas, and itineraries
Ensure all travel arrangements align with company policies and executive preferences
Administrative & Approval Processes

Handle and track internal approval workflows (e.g., expenses, contracts, and requests)
Maintain organized documentation and records for easy retrieval and compliance
Communication & Coordination

Act as a key point of contact between the GCC Director and internal/external stakeholders
Coordinate communication with GCC country heads and functional teams
Draft, review, and manage correspondence, reports, and presentations
Reporting & HQ Coordination

Compile, prepare, and submit reports required by headquarters in a timely manner
Follow up with GCC markets to gather necessary data and ensure accuracy and completeness
Support the Director in preparing business updates, presentations, and executive summaries
General Administrative Support

Ensure smooth day-to-day administrative operations of the GCC Director's office
Maintain confidentiality and handle sensitive information with discretion

Qualifications & Skills

Bachelor's degree in Business Administration or a related field
Minimum 3-5 years of experience as an executive secretary or administrative assistant, preferably supporting senior management
Strong organizational and time management skills
Excellent written and verbal communication skills in English (Arabic is a plus)
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Experience with ERP or approval systems is an advantage
Ability to multitask, prioritize, and work under pressure in a fast-paced environment
High level of professionalism, discretion, and attention to detail.

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