Executive Secretary for a Group of Companies CEO

Designation: Executive Secretary for a Group of Companies CEO

Job Location : Sharjah/Abu Dhabi, United Arab Emirates

Job Description :

For a Group of Companies CEO with an engineering background in manufacturing, switchgear, electrical, construction, and trading, the executive secretary job description combines high-level administrative support with an understanding of complex, technical, and confidential information. The role demands exceptional organizational skills, discretion, and the ability to act as a crucial liaison across a diverse group of companies.

Position summary

The Executive Secretary provides comprehensive, confidential, and proactive support to the Group CEO, managing all administrative affairs across a portfolio of engineering, manufacturing, construction, and trading entities. The role requires an individual with a high level of discretion, excellent communication skills, and a strong organizational ability to keep the CEO's professional and personal life running seamlessly.

Key responsibilities

Administrative and operational support

• Gatekeeping: Serve as the primary point of contact for the CEO, screening and directing phone calls, emails, and visitors with the appropriate level of discretion.
• Calendar management: Expertly manage and prioritize the CEO's complex and ever-changing calendar, including scheduling appointments, meetings, and conferences across multiple time zones.
• Travel and logistics: Organize all business travel, including detailed itineraries, flight and hotel bookings, ground transportation, and managing visa applications.
• Correspondence: Handle and prepare all internal and external correspondence, including confidential memos, reports, and emails.
• Document management: Maintain an organized and efficient filing system for both electronic and physical documents, ensuring the utmost confidentiality.
• Meeting preparation: Prepare agendas, presentations, and other materials for meetings. Attend meetings, take accurate minutes, and follow up on action items.

Industry-specific support

• Technical liaising: Act as a communication bridge between the CEO and department heads across the electrical switchgear, manufacturing, and construction divisions.
• Project coordination: Assist in tracking the progress of key projects by liaising with project managers and teams to ensure deadlines are met.
• Document review: Use an engineering background to review and provide input on technical documents, project proposals, and engineering reports from an executive perspective.
• Industry research: Conduct research on industry trends, competitors, and new technologies to provide the CEO with informed insights.

Financial and liaison duties

• Financial administration: Assist with the preparation of expense reports, invoices, and financial statements, coordinating with the finance department.
• Stakeholder management: Build and maintain positive relationships with clients, contractors, suppliers, and government departments on behalf of the CEO.
• Group synergy: Foster and maintain synergy between executives across the group's different companies to ensure alignment with the CEO's vision.

Requirements and qualifications

Education and experience

• A bachelor in engineering, Business Administration, or a related field is strongly preferred.
• A minimum of 5 years of progressive experience as an executive secretary or assistant, with proven experience supporting C-level executives.
• Demonstrated experience in a fast-paced environment within the engineering, manufacturing, or construction sectors.
• UAE Experience & Driving License is an added advantage
• Any Nationality, Any Gender Preferred.

Skills and competencies

• Confidentiality and discretion: A paramount ability to handle sensitive, confidential, and proprietary information with integrity.
• Communication: Outstanding written and verbal communication skills in both English and Arabic.
• Technical proficiency: High-level proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and a readiness to learn new software.
• Organizational excellence: Exceptional organizational and time-management skills, with a meticulous attention to detail.
• Proactivity and problem-solving: The ability to anticipate the CEO's needs, resolve issues independently, and act as a crisis navigator when plans change.
• Business acumen: A solid understanding of the business objectives and operations across the engineering, manufacturing, and trading divisions.