Welcome to Inspire Selection

Executive Secretary

Admin, Secretarial & PA , Executive Assistant, Finance, Secretary
AED22,000 to AED27,000 Per Month
Health Insurance
Dubai, UAE
Contract Type:

Job Description: 

An exciting opportunity has arisen to work for a leading multinational asset anagement/investment firm, based in the DIFC, Dubai

Job Summary:

Support CEO with diary management and travel and visa requirements. Support him on a day to basis for personal and business objectives

Role & Responsibilities:

  • Attend and assist with Board meetings/minutes & actions
  • Ensure he is prepared for meetings with an agenda and follow up on tasks to completion
  • Make sure meeting notes are uploaded into Backstop
  • Manage his client list and follow up with any tasks to completion
  • Manage his daily call list and ensure this is carried out
  • Organise his business travel schedules well in advance, visas, flights. Hotels, cars etc
  • Organise his personal travel, hotels, cars, well in advance
  • Manage his personal cars, insurance, registration, daily checks etc
  • Manage his personal properties worldwide
  • Renew visas on time incl his dependents
  • Manage his driver’s schedule
  • Process bank transfer payments
  • Manage credit cards and reconciliation
  • Expense claims & reimbursements
  • Manage medical claims and reimbursements
  • Manage/organize his PC, and other devices, iphone, ipad, home PC etc
  • Manage outlook calendar including multiple time zones to a high standard
  • Manage emails in outlook
  • Manage filing systems
  • Ultimate responsibility to ensure his office and filing system are organised, presentable and tidy
  • Assist CEO with FIM Annual conference invitations to VIP’s
  • Manage his business objectives, recruitment pipeline etc and ensure tasks are completed
  • Adhoc research projects

Experience Required:

  • At least 5 years’ experience working in an “Executive” Secretary position. (Must be supporting a CEO/MD or equivalent)
  • Financial Services, Investment, Asset Firm management experience Essential
  • Excellent Native English Communication skills
  • Articulate, Well presented, Hard-working
  • Able to communicate effectively with staff at all levels
  • Proficient in (Able to use confidently in a professional work capacity) Microsoft Outlook, Word, & Excel, PowerPoint
  • Able to work in a fast paced, changing business environment

Thank you for your interest. All applications are viewed and evaluated according to the role requirements. We aim to contact shortlisted candidates within 2 weeks. As we often receive a high volume of applications, we are unable to reply to everyone. If you have not heard back from us within 2 weeks, please consider your application unsuccessful. (JC)