Executive Assistant
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Job Description
Industries: Fragrance and Packaging (Perfume & Cosmetics Industry)
About Us
At Identiscents a well-established French-founded business we focus on sourcing distributing and customizing packaging solutions and fine fragrances for the perfumery beauty personal care and home care industries. With almost three decades of experience we have delivered more than 1000 global brands. Our team of experts dedication to fostering strong partnerships with suppliers allows us to stay flexible sustainable and responsive to the changing market landscape.
Serving major brands in the GCC the company has an extensive network of clients across GCC countries Asia and Europe and continues to grow its presence globally.
Role Overview
We are seeking a detail-oriented and proactive Executive Secretary to provide comprehensive administrative support to the executive team. The Executive Secretary will be responsible for managing daily operations handling sensitive matters with discretion and ensuring smooth communication across departments. This role is essential in optimizing executive efficiency maintaining operational flow and ensuring accurate documentation.
The ideal candidate will demonstrate strong organizational skills a high level of professionalism and the ability to manage multiple tasks while maintaining confidentiality.
Key Responsibilities
- Executive Support & Communication Management:
- Manage and prioritize incoming communications including phone calls emails and postal correspondence ensuring timely and professional responses.
- Serve as a key liaison between the executive and internal/external stakeholders to facilitate effective coordination and follow-ups.
- Oversee both professional and personal matters related to the executives agenda ensuring a well-organized and seamless support experience.
- Maintain and organize executive calendars coordinate meetings and ensure alignment of schedules and priorities.
- Balance multiple priorities and tasks with proactive problem-solving and a positive solution-oriented approach.
- Prepare required documentation and materials ahead of meetings appointments and presentations.
- Maintain an organized digital and physical filing system ensuring secure accurate and accessible documentation.
- Handle confidential documents and communications with a high level of professionalism and discretion.
- Participate in meetings take detailed minutes track action items and ensure timely follow-up and reporting.
- Support executive functions by managing supplies inventory monitoring related budgets and facilitating smooth office operations.
- Gather and analyze relevant data prepare reports presentations and support documentation as required.
Qualifications & Experience
- Mandatory Expertise:
- Demonstrated experience in executive support administrative coordination or high-level office management preferably within fast-paced corporate environments.
- Minimum of 5 years supporting senior executives or leadership teams in an Executive Assistant or comparable administrative role.
- Proven ability to manage sensitive information complex schedules and competing priorities with professionalism.
- Bachelors degree in Business Administration Communications or a related field is preferred.
- Equivalent relevant experience may also be considered.
- Skills & Knowledge:
- Exceptional organizational skills and attention to detail with the ability to manage multiple tasks simultaneously.
- Strong proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
- service-oriented mindset.
- Capable of working independently while maintaining collaborative team dynamics.
- Familiarity with project management tools or software.
- Exposure to legal financial or compliance-related administrative work.
Join a Team That Values You Energizes You and Grows with You!
Attractive Benefits & Security: Enjoy a top-tier compensation package with comprehensive insurance
Vibrant & Supportive Culture: Join a workplace where energy teamwork and genuine care for each person make every day engaging and meaningful.
Be Part of Success: Grow your career in a company thats not just expanding but leading the way your impact will be seen and celebrated as we move forward together.
Employment Type
Full Time
