Executive Assistant / Personal Assistant to the Managing Director

About the role

Careers International is recruiting a full-time Executive Secretary or Personal Assistant to the Managing Director in Dubai. The role provides high-level administrative support to the MD and ensures the efficient operation of the executive office, so the MD can focus on their core responsibilities.

Key responsibilities

• Calendar management: schedule and coordinate meetings, appointments and events, and manage and prioritize the MD's calendar.
• Communication management: act as the main point of contact between the MD and internal and external stakeholders, and screen and manage calls, emails and correspondence.
• Travel arrangements: book flights, accommodation, transport and itineraries for business trips.
• Document preparation: draft, edit and proofread documents, reports, presentations and other materials.
• Meeting support: prepare agendas, attend meetings, take minutes and circulate notes and action items.
• Information management: organize and maintain files, records and confidential information, electronic and physical.
• Task prioritization: help the MD prioritize tasks and manage their to-do list.
• Office management: keep the executive office organized, stocked and supplied.
• Special projects: support the MD on special projects and initiatives as needed.
• Gatekeeping: control access to the MD and filter what reaches them.
• Expense management: process and track expenses and ensure compliance with company policy.
• Confidentiality: handle sensitive information with discretion.

Required profile

• Proven experience as an Executive Secretary, Personal Assistant or similar role supporting high-level executives.
• Bachelor's degree or equivalent experience preferred.
• Strong organizational and multitasking skills, excellent written and verbal communication, and the ability to work independently and take initiative.
• Discretion and ability to handle confidential information.

Required skills

• Proficiency in office software such as the MS Office Suite.