Executive Secretary

About Al Etihad Gold

Al Etihad Gold is a prominent and rapidly expanding gold and silver refinery in the region. The company draws on a rich heritage dating back to Bahrain’s Khalaf family's traditional gold souks from the late 1940s. Established in 2009, it integrates this legacy with modern practices including refining, smelting, assaying, diamond removal, and minting. The dedicated professional team focuses on delivering excellent production and services while complying with international quality and safety standards. The company holds accreditations such as DGD certification from DMCC for gold and silver, and certifications including ISO 9001, ISO 14001, and OHSAS 18001. Additionally, it is affiliated with DMCC and the Dubai Gold and Jewellery Group.

Role Overview

This role involves providing extensive secretarial, administrative, and organizational assistance to the Managing Director. It ensures efficient daily functioning of the executive office and facilitates effective communication between the MD and all internal and external stakeholders.

Key Responsibilities

• Manage and organize the MD’s calendar, scheduling appointments and meetings while resolving any timing conflicts proactively.
• Arrange and coordinate travel-related logistics including itineraries, visa processing, and accommodations.
• Draft, review, and oversee the management of official correspondence such as emails, letters, memos, and reports on behalf of the MD.
• Screen incoming communications and visitors, prioritizing calls and emails accordingly.
• Serve as the communication bridge between the MD, internal departments, clients, and external partners.
• Plan and organize meetings including board, management, and client gatherings, preparing agendas, taking minutes, and ensuring follow-up on tasks.
• Handle meeting logistics such as venues, equipment needs, and materials preparation.
• Maintain confidential documentation and filing systems both physical and digital for swift and secure record access.
• Develop reports, presentations, and briefing materials as needed.
• Support daily administrative functions for the MD’s office and coordinate with other departments to ensure timely completion of instructions.
• Manage expense reports, invoices, and reimbursements related to the MD office.
• Maintain strict confidentiality and discretion in handling sensitive business and personal information.
• Exercise sound judgment in task prioritization and managing access to the Managing Director.

Qualifications and Experience

• A bachelor's degree in Business Administration, Management, or a related discipline is preferred.
• Additional diplomas or certifications in secretarial practice or office management are advantageous.
• A minimum of 2 to 3 years of experience supporting senior management or C-level executives in a secretarial or executive assistant capacity.

Skills and Competencies

• Strong verbal and written communication abilities.
• Exceptional organizational and time-management skills.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.
• High degree of professionalism, discretion, and confidentiality.
• Capability to multitask effectively and perform well under pressure.
• Excellent interpersonal skills with a polished and professional demeanor.
• Flexibility to work extended hours when necessary.
• Fluency in English language is required.