Executive Secretary
Skills
About This Role
Role Overview
We are seeking a highly organized, proactive, and discreet Executive Secretary to provide comprehensive administrative and operational support to the Managing Director.
The role involves managing executive correspondence, travel coordination, meeting documentation, report preparation, and overseeing office administration across multiple branches and counters.
Executive Support
- Manage daily documentation, correspondence, and cheque processing requiring Managing Director’s signature.
- Coordinate personal and official travel arrangements including flight bookings, visa processing, and documentation.
- Schedule, organize, and coordinate internal and external meetings.
- Prepare and circulate Minutes of Meetings (MoM).
- Prepare and collate reports including P&L, RPU, and other management reports as required.
- Manage DocuSign processes for SLAs, agreements, and official documentation.
- Draft and circulate seasonal greetings and official communications from the Managing Director’s desk (New Year, Eid, Ramadan, Diwali, Christmas, National Day, etc.).
Administrative & Operational Coordination
- Create LPOs in JD Edwards system based on approved requests.
- Process IT purchase requests (hard copy and DocuSign coordination with IT department).
- Manage shared corporate email communications (e.g., DEWA, Empower, chiller, and related utility correspondences).
- Follow up on Trade License renewals, ISO certifications, and VAT certificates in coordination with PRO and relevant departments.
- Oversee ordering and distribution of:
- -Office stationery (all branches and counters)
- -Printed stationery (letterheads, business cards, brochures)
- -Corporate gift items and promotional materials
- -Pantry supplies
- -Staff uniforms and name badges
- Coordinate signage, furniture, and lighting requirements for branches and counters.
Office & Facility Management
- Ensure readiness, cleanliness, and proper setup of the 3rd floor conference room.
- Provide reception support during break coverage when required.
- Maintain organized filing systems (physical and electronic).
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