Overview
Executive Secretary Jobs in Dubai, United Arab Emirates at Emirates Flight Catering
Title: Executive Secretary
Company: Emirates Flight Catering
Location: Dubai, United Arab Emirates
We’re Hiring: Executive Secretary
We’re looking for an experienced and proactive Executive Secretary to support our Vice President and ensure the smooth operation of a fast-paced, dynamic department. If you thrive in high-level executive environments and have a strong background in handling VVIP offices, this could be your next career move.
Job Purpose
The Executive Secretary will provide comprehensive administrative support to the Vice President, ensuring the efficient operation of the department. This role requires managing the VP’s agenda, handling confidential matters, coordinating communications, and assisting with special projects. The Executive Secretary will be the primary point of contact for the VP’s office, handling a range of administrative tasks and ensuring smooth workflow.
In this role, you will:
Efficiently manage the VP’s agenda, prioritize urgent and complex issues, and ensure timely availability of relevant reports and documents.
Conduct daily briefings with the VP, review documents for approval, provide updates on new or ongoing activities, and address follow-up requirements. Utilize business knowledge to optimize the VP’s time by highlighting and addressing urgent or priority issues.
Arrange appointments, visits and travel for the Divisional Head upon request, ensuring efficient use of their time.
Act as the primary contact for the VP’s office, managing the phone calls, visitors, communications, emails and redirecting correspondence appropriately in a timely and efficient manner.
Prepare accurate documents for meetings, including reports and presentations and record minutes of the meeting to follow up and liaise with internal and external stakeholders on action items.
Assist the VP and team with various special projects by conducting research and coordinating activities involving internal and external parties.
Compile and prepare major reports from various sources and assist in gathering data for budget preparation.
Manage the purchase requisitions, attendance and leave records, overtime claims, invoicing, petty cash accounts and associated approvals.
Education Qualification:
a) Graduate in any field or equivalent qualification (must have)
Work Experience:
Minimum 5 years of experience in handling VVIP Offices and dignitaries
Experience in the Airline/Aviation/Travel industry or FMCG is an added advantage.
Skills:
Experience managing multiple stakeholders in a large, multinational company.
High standards of verbal and written communication in English.
Proactive and motivated with strong communication skills and multitasking abilities.
Strong computer literacy and knowledge.
Ability to resolve customer complaints, anticipate needs, and improve service standards.
Excellent planning and organizational skills with the ability to manage time effectively.
Ability to collaborate cross-functionally, manage conflict positively, and adapt to change.
