Executive Secretary - Dubai, United Arab Emirates - Pearlshire Developments

Description

The Executive Secretary also, serves as a liaison to the public and senior management team; organizes and coordinates executive outreach and external relations efforts; manages the secretarial functions of the organization and oversees special projects.

The Executive Secretary must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Secretary will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

• Managing an active calendar of appointments
• Composing and preparing correspondence that is sometimes confidential
• Arranging complex and detailed meetings, events, itineraries, and agendas
• Compiling documents for related meetings and events
• Plans, coordinates and ensures the Directors, Board Members and the members of the Administrative Team's schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating winwin situations for direct access to the Administrative Team's time and offices
• Maintains contact information and various Administrative databases
• Manages administrative files, physically and digitally, and the organizational library
• Works closely and effectively with the Administrative Team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Administrative Team updated
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Administrative Team, some of which may have organizational impact
• Successfully completes critical aspects of deliverables with a handson approach, including drafting letters, personal correspondence, involvement in process creations and documentation, and other tasks that facilitate the Directors
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures
• Serves as the Director's administrative liaison to the Public
• Coordinates meeting agendas, space needs and arranges all requirements
• Maintains discretion and confidentiality in relationships with all board members
• Attend all Director meetings, prepare the agenda, take notes, and record the minutes
• Facilitates coordination and arrangements of travel requirements
• Other duties as assigned

• High school diploma or equivalent required; Bachelor's degree preferred
• Strong work tenure: two or more years of experience supporting Senior team, individual or organization
• Experience and interest in internal and external communications, and relationship development
• Proficient in Microsoft Office (Outlook, Word, Excel, Access and Power Point), Adobe Acrobat, and Social Media web platforms

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, partner, investors and clients
• Expert level written and verbal communication skills
• Ability and desire to learn new software and social media platforms
• Demonstrated proactive approaches to problemsolving with strong decisionmaking capability
• Emotional maturity
• Highly resourceful teamplayer, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fastpaced environment

• Dubai: Reliably commute or planning to relocate before starting work (required)