Role Overview

IMGS Group is hiring an Executive Secretary in Dubai, UAE. This position is ideal for accomplished administrative professionals with proven executive support experience, exceptional organizational and communication skills, discretion and professionalism, and the ability to support senior leadership, manage complex schedules, coordinate high-level activities, and ensure seamless executive office operations.

Executive Support and Assistance

Provide comprehensive executive support by managing calendars, coordinating meetings, preparing correspondence, handling communications, organizing travel arrangements, and ensuring seamless daily operations for senior executives.

Calendar and Schedule Management

Manage executive calendars by scheduling appointments, coordinating meetings across time zones, prioritizing commitments, resolving scheduling conflicts, sending meeting reminders, and optimizing executive time management.

Meeting Coordination and Preparation

Coordinate meetings by arranging logistics, booking conference rooms, preparing agendas, distributing materials, coordinating participants, setting up technology, taking minutes, and tracking action items.

Travel Planning and Coordination

Plan and coordinate travel by researching flight options, booking accommodations, preparing itineraries, arranging ground transportation, managing travel documentation, coordinating visas when needed, and ensuring smooth business travel.

Communication Management

Manage communications by screening calls and emails, prioritizing messages, drafting correspondence, responding on behalf of executives when appropriate, maintaining professional communication, and ensuring timely information flow.

Document Preparation and Management

Prepare and manage documents by creating presentations, formatting reports, proofreading materials, maintaining filing systems, organizing documents, managing version control, and ensuring professional document quality.

Stakeholder Liaison

Serve as liaison by coordinating with internal departments, communicating with external partners, managing relationships with clients and vendors, representing executives professionally, and facilitating smooth interactions.

Event and Function Coordination

Coordinate events and functions by organizing corporate events, planning executive functions, managing logistics, coordinating catering, handling invitations, and ensuring successful event execution.

Confidential Information Management

Manage confidential information by handling sensitive documents, maintaining discretion, protecting proprietary information, ensuring secure file management, and upholding highest standards of confidentiality.

Office Administration and Operations

Handle office administration by managing office supplies, coordinating office services, processing expenses, maintaining records, supporting administrative processes, and ensuring efficient office operations.

Project Coordination Support

Support project coordination by tracking deadlines, coordinating project activities, following up on deliverables, maintaining project documentation, and assisting executives with special initiatives.

Research and Information Gathering

Conduct research by gathering information for meetings or decisions, preparing briefing materials, compiling data, summarizing reports, and providing executives with relevant information.

Priority Management and Problem-Solving

Manage priorities and solve problems by handling multiple tasks simultaneously, adapting to changing situations, making independent decisions, resolving issues proactively, and maintaining composure under pressure.

Professional Relationship Building

Build professional relationships by creating positive interactions with stakeholders, maintaining courteous demeanor, demonstrating cultural sensitivity, and supporting executives' networking and relationship objectives.

How to Apply

Ready to provide executive support excellence at IMGS Group. Apply at: info@imgs.ca. Please highlight in your application: Your executive support or secretary experience. Subject Line: "Executive Secretary Application - [Your Name]"

About IMGS Group

IMGS Group is a professional organization committed to operational excellence and maintaining high standards of business administration and executive support.