Experience

3 - 6 Years

Job Location

Dubai - United Arab Emirates (UAE)

Education

Any Graduation

Nationality

Any Nationality

Gender

Any

Vacancy

1 Vacancy

Job Description

Roles & Responsibilities

We are looking for a highly organized, proactive, and trustworthy Personal Secretary to provide direct support to the Owner, who is primarily based outside the UAE. The successful candidate will act as a key point of coordination between the Owner and the company's management team, employees, suppliers, clients, government authorities, and other stakeholders in the UAE. This is a high-trust and high-responsibility position requiring excellent communication, strong follow-up skills, confidentiality, and the ability to work independently. The candidate must be comfortable coordinating matters remotely with the Owner while ensuring that tasks are followed through locally in the UAE. Act as the primary point of contact between the Owner and relevant individuals within the UAE.

Manage the Owner's daily schedule, appointments, meetings, calls, and reminders.

Coordinate online meetings, video calls, and conference calls with management and external parties.

Maintain regular communication with the Owner and provide updates on pending matters.

Follow up with different departments and employees on tasks assigned by the Owner.

Ensure that instructions given by the Owner are properly communicated and followed up until completion.

Maintain a detailed tracker of pending tasks, deadlines, approvals, and follow-ups.

Escalate important or urgent matters to the Owner promptly.

Coordinate meetings between the Owner and management, suppliers, clients, landlords, banks, consultants, and government authorities.

Prepare and organize documents, reports, presentations, correspondence, and other information required by the Owner.

Review emails and correspondence and highlight important or urgent matters requiring the Owner's attention.

Assist with preparing responses, letters, and other communications as instructed.

Coordinate the signing, submission, collection, and delivery of documents.

Follow up on company renewals, licences, contracts, tenancy matters, insurance, government documentation, and other administrative requirements.

Coordinate with banks, auditors, tax consultants, lawyers, government authorities, and service providers when required.

Assist the Owner with personal administrative requirements and appointments in the UAE.

Coordinate travel arrangements, including flights, hotels, transportation, and itineraries, when required.

Maintain confidential records and ensure sensitive business and personal information is handled securely.

Keep the Owner informed about important developments across the business.

Perform other administrative, coordination, and personal tasks assigned by the Owner.

Remote Coordination Responsibilities

Since the Owner is based remotely, the Personal Secretary will be expected to:

Ensure the Owner remains updated on important matters without requiring constant follow-up from the Owner.

Prepare concise daily/weekly updates on outstanding issues and completed tasks.

Coordinate WhatsApp, email, phone, and online meeting communications professionally.

Arrange meetings based on the Owner's availability and different time zones.

Ensure that action points from meetings are recorded and followed up.

Remind the Owner of pending approvals, payments, signatures, renewals, and deadlines.

Coordinate locally in the UAE on matters that require physical presence.

Ensure urgent matters are escalated immediately rather than waiting for the next scheduled meeting.

Desired Candidate Profile

3–5 years of experience as a Personal Secretary, Executive Assistant, Personal Assistant, or similar role. Previous experience supporting a business owner, CEO, Managing Director, or senior executive is preferred. Excellent English communication skills, both written and verbal. Strong knowledge of MS Office, Google Workspace, email, WhatsApp, Zoom, Microsoft Teams, and other communication tools. Excellent organizational and time-management skills. Strong follow-up and coordination abilities. Ability to manage multiple tasks and priorities independently. Strong attention to detail. Ability to communicate confidently with senior management and external stakeholders. UAE business environment experience is preferred. UAE driving licence would be an advantage. Personal Attributes The ideal candidate should be: Highly trustworthy and discreet Proactive rather than reactive Well organized and detail-oriented Reliable and responsive Professional in communication Confident and mature Able to work independently Strong in follow-up and task management Flexible with working hours when required by the Owner's schedule Comfortable handling confidential business and personal matters

Employment Type

• Full-time

Company Industry

• FitnessWellnessGymSalonSpa

Department / Functional Area