Executive Secretary

Role Purpose

Strategic Priority Management & Executive Filtering

• Proactively manage the MD's calendar, daily schedule, and priorities — identifying what requires her direct attention versus what can be delegated, deferred, or handled independently.
• Filter and triage all incoming communications, meeting requests, and tasks, escalating only what is genuinely critical to the MD.
• Prepare daily and weekly priority briefings for the MD to ensure focus remains on high-impact strategic matters.
• Anticipate needs and create structured plans that allow the MD to operate at peak effectiveness.

Task Delegation, Follow-Up & Gatekeeping

• Actively follow up with internal team members and external vendors on tasks, commitments, and deliverables delegated by the MD — ensuring timely completion without requiring the MD to chase.
• Maintain a live task and delegation tracker, monitoring progress and flagging delays proactively.
• Liaise between the MD and team members to resolve issues, provide clarity, and ensure smooth handovers.
• Act as a professional gatekeeper — managing access to the MD's time and office, redirecting ad-hoc requests through appropriate channels to protect focus and productivity.

Communication & Documentation

• Draft, review, and send high-quality correspondence on behalf of the MD, including emails, memos, letters, and official communications.
• Prepare and format professional presentations, reports, meeting materials, and briefing documents.
• Minute-take during key meetings, distribute action items, and track follow-through.
• Manage confidential information with absolute discretion.

Technology & Process Improvement

• Introduce and implement technology-based tools to modernise the MD's office operations — including AI productivity tools (e.g., Claude, ChatGPT, Gamma, etc.), project and task management platforms (e.g., Notion, Monday.com), and collaboration tools.
• Build and maintain efficient digital filing, documentation, and workflow systems.
• Champion the move from manual and paper-based processes to streamlined, technology-enabled ways of working.
• Proactively research and recommend tools, templates, and process improvements that increase organisational efficiency.

Administrative & Operational Support

• Coordinate logistics for internal and external meetings, including venue, agenda, materials, and attendee management.
• Arrange travel, accommodation, and itineraries for the MD and senior guests as required.
• Manage office supplies, vendor relationships, and administrative contracts pertaining to the MD's office.
• Support the preparation and submission of expense reports and relevant administrative documentation.

Knowledge & Skills

• Minimum 5 years of relevant experience as an Executive Secretary or Executive Assistant supporting C-suite executives, preferably in a fast-paced, multi-stakeholder environment.
• Bachelor's degree in Business Administration, Communications, Office Management, or a related field.
• Minimum 5 years of experience in an Executive Secretary or Executive Assistant role directly supporting C-suite or senior leadership.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with demonstrable ability to produce polished, professional outputs.
• Hands-on experience with modern productivity and AI-powered tools including but not limited to: Claude, ChatGPT, Gamma, Notion, Monday.com, or similar platforms.
• Exceptional written and verbal English communication skills, including professional email and business writing.
• Strong presentation design skills with proven ability to create clear, visually compelling materials for executive audiences.
• Experience introducing or implementing technology-driven process improvements within an executive office or similar environment is a strong advantage.
• Excellent English language skills (written and spoken) are required.
• Arabic language proficiency is an advantage.