POSITION TITLE: Executive Secretary to the President / CEO
DEPARTMENT / FUNCTIONAL
AREA:

Executive branch
REPORTS TO: President / CEO
JOB GRADE/LEVEL Executive
WORK LOCATION: Dubai, UAE

POSITION OBJECTIVE:

Reporting directly to the President/CEO, the Executive Secretary provides executive,
administrative, and development support to the President/CEO and Board of
Directors, as well as the Senior Leadership Team. The Executive Secretary serves as
the primary point of contact for internal and external constituencies on all matters
pertaining to the President/CEO. The Executive Secretary also liaise with all companies
under company, their senior management teams and rest of the world,
and organizes and coordinates executive outreach and external relations efforts; and
al overseas offices.
The position requires total confidentiality of the office of President/CEO and the
chosen candidate is required to sign an NDA.

ROLES AND
RESPONSIBILITIES:

• Must have the aptitude to understand the company’s Vision and Mission;
• The Exe. Secretary shall preserve all matters related to the office of President/CEO

in the strictest confidence;

• Assists the President/CEO with daily administrative duties and completes a broad

variety of administrative tasks that include managing an active calendar of
appointments; completing expense reports; composing and preparing
correspondence; arranging complex and detailed business travel plans, itineraries
and agendas and compiling documents for meetings;

• Communicates with the general staff on the President/CEO’s behalf and

coordinates logistics with high-level meetings both internally and externally.
Coordinates meetings and strategic activities with the Management Team, and
members of the staff;

• Communicates directly on behalf of the President/CEO with all internal and

external stakeholders;

• Drafts reports, letters of solicitation, proposals; prepares and coordinates oral

and written communication with stakeholders;

• Supports President/CEO in his external commitments, including service on

external boards, committees and other groups;

• Serves as the President’s administrative liaison with the companies owned by company

Stratham Group of Companies and manages all communications for the
President/CEO, which include coordinating external meetings, public events and
dinners; semi-annual management staff lunches/receptions/new Sr. Staff

orientations; processing travel reimbursement requests; and compiling,
assembling, and distributing management meeting materials;

• Coordinates Executive, Finance, Governance & Nominating, and Audit Committee

meetings & maintains confidential files and contact information; coordinates
meetings, conferences, and committees both on and off site to support the
President’s agenda;

• Participates as an adjunct member of the staff including assisting in scheduling,

attending meetings. Represents the President/CEO in designated meetings as
required;

• Assists in coordinating the agenda of senior management team meetings;
• Prepares an account of the meetings and designates and follows up on assigned

action items;

• Provide assistance as needed to front desk operations to include but is not limited

to, answering phones, accepting package and other deliveries, lunchtime relief,
and greeting and signing in visitors/guests;

• Works directly with the Sr. Executive and Finance Committees;
• Works directly with senior level staff and HR both internally and externally;
• Performs other duties as assigned;
• There may be some overseas travel accompanying the President/CEO.

Strong leadership skills, people skills etc.

• Carry out tasks unsupervised as instructed by the President/CEO;
• Fluent English;
• Candidate should have sound knowledge of making meeting/appointment

schedules with all levels of internal and external stakeholders;

• Effective presentation skills, time management, multitasking, and the ability to

prioritize tasks with minimal supervision;

• Relies on experience and judgment to plan and accomplish goals;
• Strong command of Microsoft Office applications;
• Additional skills required: Planning/Organizing, Flexibility, Interpersonal abilities,

Problem-solving & Team-player;

• Gathers and analyzes information skillfully;
• Ability to make sound, timely, and accurate judgment while supporting reasoning

for decisions;

• Professional, responsive, and a positive work attitude;
• Resourceful, flexible, and well organized;
• Strong verbal, persuasive skills and the ability to communicate professionally.

MINIMUM JOB
REQUIREMENTS:

Bachelor’s Degree in a Business Adm. and/or certification in HR with over 5 yrs of
executive secretarial experience, but not limited to the described above.