1. Administrative Support
- Manage and maintain the Managing Director’s (MD’s) calendar, appointments, and schedules.
2. Communication & Coordination
- Act as the primary point of contact between the MD and internal/external stakeholders.
- Screen and manage phone calls, emails, and messages addressed to the MD.
- Draft, proofread, and format business letters, memos, and presentations.
3. Project & Design Support (Industry-Specific)
- Coordinate with design teams to track project milestones and deadlines.
- Maintain a basic understanding of project scopes, client briefs, and timelines.
- Assist in preparing design proposals, client presentations, and contracts.
- Ensure all documentation for projects is properly filed and up to date.
4. Office & Client Management
- Liaise with clients, suppliers, contractors, and consultants on behalf of the MD.
- Support client relationship management by organizing meetings and follow-ups.
- Maintain contact lists and CRM records of key clients and business partners.
5. Reporting & Documentation
- Prepare reports, summaries, and updates for ongoing projects.
- Handle invoicing, basic financial tracking, and expense reports for the MD.
- Maintain records related to projects, budgets, and vendor contracts.
6. Confidentiality & Discretion
- Handle all sensitive information with utmost discretion and professionalism.
- Ensure the MD is well-prepared and briefed for all engagements.
7. Other Ad Hoc Duties
- Support marketing or branding efforts (e.g., assisting with content preparation, event organization).
- Oversee office supply management or facility coordination, if required.
- Coordinate special projects or internal initiatives as assigned by the MD.
- Organize internal and external meetings, including venue booking, agenda preparation, and minutes.
- Handle confidential correspondence, reports, and documents on behalf of the MD.
- Manage travel arrangements including flights, hotels, transport, and itineraries.
Job Type: Full-time
Ability to commute/relocate:
- Dubai: Reliably commute or planning to relocate before starting work (Required)
Experience:
- secretary: 3 years (Required)