Executive Secretary

Overview

We are seeking an Executive Secretary to support the Chairman within the Windmills Group located in Dubai, UAE. This role involves managing the Chairman's schedule, coordinating communications, and assisting in organizational functions to ensure efficient office operations.

Key Duties

• Oversee the Chairman’s calendar by arranging meetings and appointments.
• Prepare agendas, record minutes, and manage follow-up communications from meetings.
• Handle all incoming and outgoing communications including emails and phone calls.
• Act as the communication bridge between the Chairman and internal or external partners.
• Collaborate with various departments to ensure timely preparation and delivery of reports and information.
• Maintain professional relationships with important contacts, partners, and clients.
• Arrange all travel logistics such as flights and accommodations for the Chairman.
• Organize events, meetings, and conferences as required by the Chairman.
• Support the preparation of presentations and materials related to strategic projects.
• Conduct research and collect data to assist in informed decision-making processes.
• Contribute suggestions for workflow improvements and enhance office management procedures.
• Create, proofread, and edit reports and presentations.
• Keep an organized and efficient filing system for documents and records.
• Manage sensitive and confidential information carefully and discreetly.
• Handle urgent matters flexibly and effectively.
• Undertake special projects as assigned by the Chairman.
• Provide primary medical support including First Aid and basic medical services.

Necessary Qualifications

• Possession of a Bachelor's degree or diploma in Healthcare Administration, Administration, or Communications.
• At least three to five years experience in an executive-level administrative support role.
• Strong command of Microsoft Office applications, specifically for managing calendars and scheduling (Word, Excel, PowerPoint, Outlook).
• Excellent organizational skills, attention to detail, and problem-solving capabilities.