Secretary

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)