Executive Secretary

ROLE PURPOSE

The Executive Secretary to the Managing Director serves as a trusted operational partner to the MD, enabling her to focus exclusively on high-priority strategic and leadership activities. This role goes beyond traditional secretarial support - it functions as a critical filter, coordinator, and executor, ensuring that decisions, delegated tasks, and communications flow efficiently between the MD, internal teams, and external stakeholders. The Executive Secretary is expected to bring a proactive, technology-forward mindset, introducing and championing digital tools and modern workflows that elevate the efficiency and professionalism of the MD's office. Operating with a high degree of independence, sound judgment, and strong interpersonal confidence, the role demands someone who can manage competing priorities seamlessly, maintain discretion under pressure, and represent the MD's standards in every interaction.

CORE RESPONSIBILITIES

Strategic Priority Management & Executive Filtering

• Proactively manage the MD's calendar, daily schedule, and priorities — identifying what requires her direct attention versus what can be delegated, deferred, or handled independently.
• Filter and triage all incoming communications, meeting requests, and tasks, escalating only what is genuinely critical to the MD.
• Prepare daily and weekly priority briefings for the MD to ensure focus remains on high-impact strategic matters.
• Anticipate needs and create structured plans that allow the MD to operate at peak effectiveness.

Task Delegation, Follow-Up & Gatekeeping

• Actively follow up with internal team members and external vendors on tasks, commitments, and deliverables delegated by the MD — ensuring timely completion without requiring the MD to chase.
• Maintain a live task and delegation tracker, monitoring progress and flagging delays proactively.
• Liaise between the MD and team members to resolve issues, provide clarity, and ensure smooth handovers.
• Act as a professional gatekeeper — managing access to the MD's time and office, redirecting ad-hoc requests through appropriate channels to protect focus and productivity.

Communication & Documentation

• Draft, review, and send high-quality correspondence on behalf of the MD, including emails, memos, letters, and official communications.
• Prepare and format professional presentations, reports, meeting materials, and briefing documents.
• Minute-take during key meetings, distribute action items, and track follow-through.
• Manage confidential information with absolute discretion.

Technology & Process Improvement

• Introduce and implement technology-based tools to modernise the MD's office operations — including AI productivity tools (e.g., Claude, ChatGPT, Gamma, etc.), project and task management platforms (e.g., Notion, Monday.com), and collaboration tools.
• Build and maintain efficient digital filing, documentation, and workflow systems.
• Champion the move from manual and paper-based processes to streamlined, technology-enabled ways of working.
• Proactively research and recommend tools, templates, and process improvements that increase organisational efficiency.

Administrative & Operational Support

• Coordinate logistics for internal and external meetings, including venue, agenda, materials, and attendee management.
• Arrange travel, accommodation, and itineraries for the MD and senior guests as required.
• Manage office supplies, vendor relationships, and administrative contracts pertaining to the MD's office.
• Support the preparation and submission of expense reports and relevant administrative documentation.

KNOWLEDGE & SKILLS

• Minimum 5 years of relevant experience as an Executive Secretary or Executive Assistant supporting C-suite executives, preferably in a fast-paced, multi-stakeholder environment.
• Bachelor's degree in Business Administration, Communications, Office Management, or a related field.
• Minimum 5 years of experience in an Executive Secretary or Executive Assistant role directly supporting C-suite or senior leadership.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with demonstrable ability to produce polished, professional outputs.
• Hands-on experience with modern productivity and AI-powered tools including but not limited to: Claude, ChatGPT, Gamma, Notion, Monday.com, or similar platforms.
• Exceptional written and verbal English communication skills, including professional email and business writing.
• Strong presentation design skills with proven ability to create clear, visually compelling materials for executive audiences.
• Experience introducing or implementing technology-driven process improvements within an executive office or similar environment is a strong advantage.
• Excellent English language skills (written and spoken) are required.
• Arabic language proficiency is an advantage.