Home / Engineering / Executive Assistant

Executive Assistant

Executive Assistant Vacancy in Dubai, United Arab Emirates

Executive Assistant

TEAM Energy Resources are working along side a major Oil and Gas Organization in seeking an executive assistant for a new role based in Dubai.

Location: Dubai
Contract Basis: Permanent
Format: Residential

Full Description

  • Carries out a variety of secretarial and general office duties in the assigned function or support group.
  • Includes taking dictation, typing in English, receiving and dispatching mail, maintaining confidential and general files, arranging appointments and other social functions.
  • Arranges management meetings which includes booking venues, typing and circulating agendas, preparing the Manager’s file for the meeting by including required notes and documents.
  • May attend meetings to take minutes as required.
  • In addition will carry out other duties of a similar level specific to the activities of the assigned Function or support group.


  • Maintains an appointments diary for the assigned Manager.
  • Also ensures that all meetings, interviews, functions, duty trips are clearly indicated and advises the Manager of his/her daily program.
  • Receives visitors and VIPs with tact and courtesy, determines the purpose of the visit, and directs them to the executive’s office.
  • Answers the telephone, connects callers as necessary, taking and conveying messages and answering general queries.
  • Transcribes material from notes, shorthand and/or audio tapes into typed drafts for review. Includes taking shorthand notes at formal and informal meetings and drafting letters from brief notes or oral instructions as required.
  • Types in English and proofreads a variety of material such as letters, memoranda, reports, faxes, statements, etc., ensuring accuracy and passes to the Manager for signature,
  • Arranges dispatch and circulation of such items as necessary.
  • Will arrange translation of routine correspondence from English to Arabic or vice versa as required.
  • Receives incoming mail, sorts, registers receipt, date stamps, attaches references as necessary.
  •  Forwards mail to the executive ensuring confidential or urgent material is delivered directly.
  • Prepares outgoing mail for dispatch.
  • Establishes and maintains a comprehensive filing system for correspondence and other material.
  • Maintains files and other records, ensuring adequate security measures are taken with regard to confidential papers or documents of significant importance.
  • Assists in preparations for general and/or group meetings which Involves typing agenda, informing the participants, obtaining files, reports or documents required for the meeting, booking the conference room and attending the meetings as requested.
  • Takes minutes. Drafts, types and forwards to the Manager for review and approval.
  • Follows up with others in the OU/Function to pass on or follow up on requirements, on decisions taken and keeps the Manager informed of progress.


  • 3 years experience in general secretarial and office management work in a similar working environment.
  • Ability to type in English at the rate of 50-60 w.p.m.,
  •   Should have knowledge and use of modern desktop systems including e-mail.
  • Excellent English language communication skills.
  • Knowledge of office practices, processes and computer software programs.
  • Ability to determine work priorities, meet schedules and deadlines of the work area.
  • Ability to operate standard office equipment.


  • Completion of Secondary (12 years) education, followed by a formal secretarial/office management course (or equivalent additional experience).

Check for more Engineering Jobs here




Check Also

Safety Engineers

Safety Engineers

Safety Engineers Safety Engineers vacancy in Dubai, United Arab Emirates. Safety Engineers wanted in Dubai …

Leave a Reply

Your email address will not be published. Required fields are marked *