Company Description

**IRC International specializes in providing comprehensive industrial services, including scaffolding, formwork, insulation, fireproofing, blasting and painting, and refractory lining. Serving a wide range of industries, such as oil and gas, power plants, construction, and marine, IRC International is committed to delivering high-quality, safety-focused solutions that enhance operational efficiency and project performance for its clients worldwide.


Role Description

This is a full-time on-site role for an Executive Secretary at IRC INTERNATIONAL in Dubai, UAE. The Executive Secretary will be responsible for clerical tasks, communication, company secretarial work, executive administrative assistance, and customer service.
Organize and maintain the executive's agenda, plan and coordinate appointments, board meetings, and conferences.
Attend meetings, take minutes, and ensure accurate documentation of discussions and decisions.
Receive, screen, and redirect phone calls as appropriate, ensuring effective communication.
Handle and prioritize all outgoing or incoming correspondence (e.g., emails, letters, packages) efficiently.
Make travel arrangements for executives, including booking flights, accommodations, and transportation based on requirement.
Manage confidential documents, ensuring their security and integrity.
Prepare invoices, financial statements, and assist with bookkeeping tasks.
Monitor office supplies and negotiate terms with suppliers to ensure cost-effective orders.
Maintain both electronic and paper records, ensuring that information is organized and easily accessible.
Conduct research and prepare presentations or reports as assigned.


Qualifications

A degree in business administration or a related field
5-8 years of experience as an executive secretary or in a similar administrative role.
Proven proficiency in MS Office and “back-office” software (e.g., ERP/SAP).
In-depth knowledge of office management and basic accounting procedures.
Outstanding communication and negotiation abilities.
High level of integrity and confidentiality.


Skills

Ability to prioritize tasks and manage multiple deadlines.
Capable of handling various tasks simultaneously with efficiency.
Excellent written and verbal communication skills.
Skilled in negotiating with suppliers and managing contracts.
Strong understanding of MS Office and relevant software applications.
Familiarity with the technical vocabulary of relevant industries.
Understanding of fundamental research methods and reporting techniques.


Personal Attributes

Highly organized and detail oriented.
Proactive and able to anticipate needs.
Trustworthy with a strong sense of discretion and confidentiality.
Adaptable and able to thrive in a fast-paced environment.
Strong interpersonal skills and a team player.