Executive Secertary to CEO & Office Manager

• Date Opened 04/23/2026
• Job Type Full time
• Industry IT Services
• Work Experience 4-5 years
• City Dubai
• State/Province Dubayy (Dubai)
• Country United Arab Emirates
• Zip/Postal Code 88878

About Us

Index InfoTech is a leading business transformation consulting company. We serve SME and enterprise clients, driving their digital transformation strategy by encompassing business process re-engineering, digital design and architecture, deployment and maintenance of business critical solutions and services.

Headquartered in Dubai and offices in India, North America and the Middle-East and customers in all inhabited continents, Index is on the lookout to augment their awesome #IndexFam to continue delivering world-class enterprise solutions.

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Job Description

Role Summary

We are seeking a highly professional and dynamic Executive Secretary to the CEO & Office Manager to serve as a trusted partner in driving executive effectiveness and ensuring seamless office operations. This role will primarily support the CEO, while also providing high-level coordination support to the leadership team and overseeing the day-to-day administration of the office.

The ideal candidate will demonstrate exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Support to CEO

• Provide comprehensive and proactive support to the CEO, ensuring effective management of calendar, priorities, and engagements
• Manage complex scheduling, including internal meetings, external stakeholders, and international travel arrangements
• Prepare reports, presentations, briefing materials, and professional correspondence on behalf of CEO.
• Act as a key liaison between the CEO and internal/external stakeholders, ensuring clear communication and timely follow-up
• Track strategic initiatives, action items, and deliverables, ensuring alignment and closure
• Handle confidential and sensitive information with the highest level of professionalism and discretion

Executive & Leadership Coordination

• Provide structured administrative support to the leadership team as required
• Coordinate leadership meetings, including agenda preparation, logistics, and minutes of meetings
• Support the development of presentations, dashboards, and business reports
• Ensure proper follow-up and alignment across departments on key decisions and initiatives
• Coordinate Business travels for all C-level and teams

Office Management & Administration (Dubai)

• Oversee day-to-day administrative operations of the Dubai office
• Manage relationships with vendors, facility management, and service providers
• Ensure smooth office operations, including infrastructure, supplies, and workplace readiness
• Support onboarding and administrative requirements for Dubai-based employees
• Strong knowledge of procuring laptops and IT setups with a focus on cost optimization and efficiency
• Ensure compliance with local regulations and administrative standards

HR Coordination (Dubai Scope)

• Support HR-related activities in coordination with regional HR teams
• Maintain basic knowledge of UAE Labor Law to ensure compliance in administrative HR matters
• Assist in employee documentation, onboarding coordination, and HR communications
• Act as a coordination point between Dubai employees and HR teams across other countries

Requirements

Requirements Education

• Bachelor’s degree in Business Administration or a related field Experience:
• 3–5 years of experience in Executive Secretary / Office Manager roles, preferably supporting C-level executives

Skills & Competencies

• Exceptional communication skills in English (written and verbal)
• Strong organizational and multitasking abilities
• High level of professionalism, discretion, and confidentiality
• Strong emotional intelligence and stakeholder management skills
• Ability to work under pressure and manage competing priorities
• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)

Additional Requirements

• Based in Dubai with valid residency (preferred: spouse/family visa)