Job Type: Full Time
Location: Dubai, UAE
Industry: Property & Real Estate
Job Function: Administration & Secretarial

Position Overview

The Executive Office Secretary plays a vital role in providing senior-level administrative and secretarial support to ensure the smooth daily operations of the Head Office. This position supports leadership and Heads of Departments (HODs) through effective coordination, professional communication, and meticulous document management. The ideal candidate will demonstrate exceptional organizational skills, discretion, and professionalism while acting as a central point of contact within the organization.

Key Responsibilities

1. Executive & Administrative Support

• Manage a professional and well-organized front desk, ensuring all visitors, including VIPs, investors, and partners, are welcomed courteously and guided appropriately.

• Handle incoming calls, emails, courier services, and visitor registrations efficiently.

• Provide comprehensive administrative and secretarial support to senior leadership and HODs.

• Draft, review, and manage official correspondence, emails, and communications with accuracy and confidentiality.

• Maintain executive calendars, schedule meetings, coordinate appointments, and arrange domestic and international travel logistics.

• Prepare meeting agendas, presentation materials, minutes, and action trackers to ensure timely follow-ups.

2. Office Operations & Coordination

• Oversee daily administrative operations, including filing systems, office supplies, and pantry inventory.

• Coordinate with office support staff such as office assistants, cleaners, and parking services.

• Liaise with procurement and facility management teams to ensure uninterrupted office operations.

• Support the organization and execution of internal meetings, workshops, and corporate events.

3. Communication & Liaison

• Act as a central communication link between management, employees, shareholders, and external stakeholders.

• Ensure professional, timely, and effective information flow across all departments.

4. Documentation & Records Management

• Maintain and update physical and digital records through the Office Management System (OMS), ensuring accuracy, version control, and compliance with company standards.

• Assist HODs in preparing administrative reports, data summaries, and compliance documentation.

5. Executive Coordination

• Coordinate board meetings, leadership engagements, and VIP visits.

• Ensure meeting rooms are fully prepared with required equipment and materials.

• Manage travel itineraries, accommodations, and logistics for senior executives.

6. HR & Employee Engagement Support

• Support HR with onboarding logistics, including workstation setup and stationery arrangements.

• Assist in organizing employee training sessions, engagement activities, celebrations, and internal events.

Candidate Requirements

• 3–5 years of experience in an executive secretarial or administrative role.

• Excellent verbal and written communication skills with the ability to draft professional correspondence.

• Strong organizational, multitasking, and time-management abilities.

• High level of professionalism, confidentiality, and attention to detail.

• Proficiency in MS Office applications and office management systems.

• Positive attitude, reliability, and a proactive approach to supporting leadership and teams.

About the Company

Ghazanfar Group began as a small trading enterprise along the historic Silk Road and has grown into one of Afghanistan’s leading private business groups. With diversified interests in petroleum, banking, construction, and real estate, the Group is committed to sustainable investments that strengthen infrastructure, create employment, and contribute to long-term economic development across the region.