Executive Secretary

About the role

The Executive Secretary will support the Chief Operating Officer and other senior operations leaders at Pink Neon Advertising. This full‑time position in Abu Dhabi handles a wide range of administrative tasks, from managing complex calendars to preparing board materials and coordinating high‑profile meetings.

Key responsibilities

• Screen incoming calls, greet visitors, and direct inquiries professionally.
• Coordinate on‑site and off‑site meetings, including venue booking, catering, and equipment setup.
• Prepare investor relations and board books, and assist in the creation of executive presentations.
• Maintain the COO’s active calendar, arrange detailed travel itineraries, and process expense reports.
• Draft confidential correspondence, compile departmental reports, and manage the COO and VP contact database.
• Review, research, and summarize administrative data for reporting purposes.
• Handle daily mail, couriers, and support the OPS department with clerical tasks such as filing, photocopying, and data entry.
• Assist with contract processing and provide support across multiple projects.

Required profile

• Proactive attitude with the ability to anticipate executive needs.
• Excellent follow‑through and strong organizational skills.
• Professional and friendly interaction with employees, vendors, and visitors.
• Ability to prioritize multiple tasks and meet tight deadlines.
• Attention to detail and discretion when handling confidential information.

Required skills