We are seeking a highly competent and professional Executive Secretary / Personal Assistant to provide dedicated executive-level support to the General Manager within a reputable Building Construction or Engineering Consultancy organization.
This position requires a proactive, detail-oriented, and highly organized professional capable of handling confidential matters with discretion and operating efficiently in a fast-paced, project-driven environment. The ideal candidate must possess strong coordination skills and a clear understanding of construction industry documentation and UAE authority procedures.
Key Responsibilities
Executive Support
- Provide full-spectrum executive and administrative support to the General Manager
- Manage complex calendars, appointments, executive meetings, and business travel arrangements
- Screen and prioritize communications, including emails, calls, and official correspondence
- Prepare executive briefings, reports, presentations, and business summaries
- Draft professional letters, contractual correspondence, and internal memos
Meeting & Reporting Management
- Organize board meetings, management meetings, and project review meetings
- Prepare agendas and record accurate minutes of meetings (MOM)
- Track action points and ensure timely follow-up with stakeholders
- Maintain executive dashboards and management reports
Project & Construction Documentation Support
- Coordinate communications between internal departments, consultants, contractors, and clients
- Assist in preparation and submission of tender documentation
- Support document control processes for contracts, variations, and project files
- Maintain proper filing systems (physical and digital) for management and project records
UAE Government & Authority Portal Handling
- Manage online applications and submissions through UAE government portals including but not limited to:
- Dubai Municipality
- Dubai Development Authority
- General Directorate of Residency and Foreigners Affairs - Dubai
- Ministry of Human Resources and Emiratisation
- Relevant Free Zone portals (if applicable)
- Coordinate trade license renewals, labor contracts, immigration documentation, and regulatory submissions
- Liaise with PROs and ensure timely compliance with statutory deadlines
Confidential & Compliance Management
- Handle sensitive corporate information with strict confidentiality
- Maintain secure documentation related to contracts, financial matters, and management decisions
- Support compliance tracking for corporate and project requirements
Mandatory Requirements
- Minimum 5+ years of experience supporting senior management within a Building Construction or Engineering Consultancy company in the UAE
- Proven experience handling UAE government portals and online authority submissions
- Excellent command of English (spoken and written)
- Advanced proficiency in MS Office (Excel, Word, PowerPoint)
- Strong drafting and reporting skills
- Exceptional organizational and multitasking abilities
- Professional communication skills to engage with senior stakeholders
- High level of discretion and integrity
Preferred Qualifications
- Bachelor's degree in Business Administration or relevant field
- Experience in tender coordination and construction documentation
- Experience working in project-driven or main contractor environments
- Familiarity with document management systems (DMS)
Salary Package
AED 12,000 All Inclusive
