Secretary to the Operations Director

About the role

Dolphin Manufacturing LLC, a manufacturer of cooling solutions such as radiators, charge air coolers, oil coolers and condensers serving automotive, locomotive, mining, construction and HVAC sectors, is looking for a highly organized, proactive and detail-oriented Secretary to the Operations Director. The role provides administrative and secretarial support, manages daily office activities, coordinates meetings, handles correspondence and prepares reports. The position is based in Ajman, UAE, with working hours of 9:00 AM to 6:00 PM Monday to Friday and 9:00 AM to 4:00 PM on Saturday; joining is immediate.

Key responsibilities

• Manage the Operations Director's calendar, schedule meetings, appointments and business travel arrangements.
• Coordinate meetings with department heads (HODs) across group companies and follow up on assigned matters.
• Prepare and maintain reports, presentations, meeting agendas, minutes and official correspondence.
• Handle incoming and outgoing communications, emails, phone calls and other business correspondence.
• Coordinate with internal departments and external stakeholders on behalf of the Operations Director.
• Maintain confidential records, documents and files.
• Follow up on pending tasks, instructions and action points.
• Assist with daily administrative operations and support coordination between departments and group companies.

Required profile

• 4-6 years of proven experience as a Secretary, Personal Assistant, Executive Assistant or in a similar administrative support role.
• Previous experience supporting a Director or senior management executive is preferred.
• Experience coordinating with HODs across multiple departments or group companies.
• Bachelor's degree or equivalent qualification preferred.
• Excellent written and verbal communication skills in English.
• Strong organizational, multitasking and time-management skills, with a high level of confidentiality and attention to detail.
• Ability to work independently and meet deadlines; immediate availability is an advantage.

Required skills

• Proficiency in Microsoft Office, especially Word, Excel, PowerPoint and Outlook.