Executive Secretary / Receptionist

About the Role

We are seeking a professional, polished, and highly organised Receptionist / Executive Secretary to join a boutique financial services firm based in Emirates Towers, Dubai. This is a varied and hands‑on position that combines front‑of‑house responsibilities, executive support, office management, and administrative coordination. As the first point of contact for visitors and clients, the successful candidate will play a key role in ensuring the smooth day‑to‑day running of the office while providing high‑level support to senior management. The ideal candidate will be fluent in both Arabic and English and have previous experience within a corporate or professional services environment in the UAE.

Key Responsibilities

Reception & Front of House

• Act as the first point of contact for visitors, clients, and external stakeholders
• Manage the reception area and ensure a professional office environment at all times
• Handle incoming calls, emails, and correspondence efficiently and professionally
• Coordinate visitor access, meeting room bookings, and hospitality requirements
• Greet and assist clients and guests visiting the office

Executive & Administrative Support

• Provide executive secretarial support to senior management
• Manage diaries, schedules, and meeting coordination
• Arrange internal and external meetings, including preparation of meeting rooms and materials
• Coordinate travel arrangements including flights, hotels, visas, and itineraries
• Prepare presentations, reports, correspondence, and business documentation
• Assist with expense management and general administrative tasks

Office Management

• Oversee the day-to-day running of the office
• Manage office supplies, stationery, and vendor relationships
• Coordinate maintenance requests and liaise with building management where required
• Ensure meeting rooms, communal areas, and office facilities are maintained to a high standard
• Support onboarding of new employees and office set‑up requirements
• Assist with company events, team activities, and client functions

Requirements

• Arabic speaker (essential)
• Fluent in both Arabic and English, written and spoken
• 3–5 years’ experience within a Receptionist, Executive Secretary, Team Assistant, Office Manager, or Administrative Support role
• Previous experience within a corporate, financial services, professional services, or multinational environment preferred
• Strong diary management and administrative support skills
• Excellent communication and interpersonal abilitiesProfessional presentation and client‑facing manner
• Strong organisational skills with the ability to multitask and prioritise effectively
• Advanced Microsoft Office skills including Outlook, Word, PowerPoint, and Excel
• Reliable, proactive, and capable of working independently

This is an excellent opportunity to join a well‑established financial services business in a broad and varied role offering exposure across executive support, office management, and client‑facing responsibilities.

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