ROLE OVERVIEW
The Executive Assistant is a high-trust, execution-focused role designed to enhance executive efficiency, coordination, and organizational discipline within a fast-paced Dubai real estate brokerage and investment environment.
This role ensures that executive priorities are translated into structured scheduling, communication alignment, documentation control, and operational follow-through. The Executive Assistant acts as a central coordination point across internal departments and external stakeholders, enabling leadership to focus on strategic growth and business expansion.
The position supports executive workflow management, internal alignment, professional communication standards, and operational continuity across the organization.
STRATEGIC PURPOSE OF THE ROLE
- Protect and optimize executive time and productivity
- Ensure structured follow-up on executive decisions
- Maintain professional and organized executive documentation
- Improve internal communication flow across departments
- Support structured meeting preparation and follow-through
- Coordinate stakeholders within the Dubai real estate ecosystem
- Maintain confidentiality and professional discretion
- Support scalable executive operations as the company grows
KEY RESPONSIBILITY AREAS
1. Executive Calendar & Priority Management
- Manage and optimize the Shareholders calendar.
- Schedule internal and external meetings with proper preparation time.
- Coordinate travel arrangements and itinerary management.
- Prioritize competing requests and manage time-sensitive matters.
- Ensure alignment between executive availability and business priorities.
- Anticipate scheduling conflicts and resolve proactively.
2. Meeting Coordination & Documentation Control
- Prepare meeting agendas in advance of executive sessions.
- Compile briefing documents and background information for discussions.
- Attend executive meetings where required and record accurate minutes.
- Track action points and ensure follow-up completion.
- Maintain organized digital and physical documentation systems.
- Ensure proper version control and document security.
3. Communication & Stakeholder Coordination
- Serve as a primary coordination point between the Shareholders and key stakeholders.
- Draft professional correspondence and official communications.
- Screen and prioritize incoming emails and inquiries.
- Ensure timely responses to executive-level stakeholders.
- Maintain professional communication standards internally and externally.
4. Operational Support & Cross-Department Coordination
- Track progress of executive instructions across departments.
- Follow up on pending deliverables and deadlines.
- Support alignment between other departments.
- Maintain structured dashboards or trackers for executive visibility.
- Identify workflow bottlenecks and escalate appropriately.
- Ensure smooth handover between departments when required.
5. Confidential Information Management
- Maintain strict confidentiality of:
- Executive discussions
- Financial summaries (where shared)
- Business strategy documents
- Employee-related matters
- Ensure secure storage of sensitive information.
- Limit access to executive documents appropriately.
- Uphold professional discretion at all times.
6. Administrative & Office Management Support
- Oversee executive expense tracking and documentation.
- Coordinate internal events, leadership meetings, and corporate gatherings.
- Maintain structured filing systems and digital archives.
- Support onboarding coordination for senior hires when requested.
- Assist in drafting internal memorandums and policy communications.
7. Reporting & Executive Brief Preparation
- Compile structured weekly executive summaries.
- Consolidate departmental updates into clear formats.
- Prepare presentation slides and executive briefing decks.
CORE COMPETENCIES REQUIRED
- Exceptional organizational and time-management skills
- Strong written and verbal communication skills
- High level of discretion and confidentiality
- Ability to work under pressure and manage multiple priorities
- Strong follow-through and accountability mindset
- Professional presence suitable for C-level exposure
QUALIFICATIONS & EXPERIENCE
- Bachelor's degree in Business Administration, Management, or related field preferred.
- Minimum 47 years experience supporting senior leadership or C-level executives.
- Experience within UAE real estate brokerage or property development environment preferred.
- Demonstrated ability to manage executive-level coordination in a high-paced environment.
