Personal Assistant to CEO (Arabic Speaker)
Location: Dubai, UAE
Employment Type: Full-Time
Job Summary
We are seeking a highly organized, proactive, and professional Personal Assistant to the CEO to provide comprehensive executive and administrative support in a fast-paced Engineering Consultancy environment. The ideal candidate will play a key role in managing the CEO's daily operations, coordinating with internal departments, consultants, clients, contractors, and government authorities, while maintaining the highest level of confidentiality, professionalism, and operational excellence.
Key Responsibilities
Executive Support
- Manage the CEO's calendar, appointments, meetings, and daily priorities.
- Coordinate local and international business travel, accommodation, visas, and itineraries.
- Prepare executive reports, presentations, meeting agendas, and Minutes of Meetings (MoMs).
- Screen and prioritize emails, phone calls, and business correspondence.
- Follow up on executive directives and ensure timely completion of action items.
Project & Engineering Coordination
- Coordinate with architects, engineers, project managers, consultants, contractors, and clients regarding meetings, submissions, and project updates.
- Track project timelines, approvals, technical submissions, and executive follow-ups.
- Support the CEO in monitoring ongoing projects and ensuring effective communication between departments.
- Maintain organized records of contracts, technical documents, project correspondence, and executive files.
Communication & Administration
- Act as the primary liaison between the CEO and internal/external stakeholders.
- Draft professional correspondence in Arabic and English.
- Organize board meetings, executive meetings, and business events.
- Handle confidential information with the highest level of discretion.
- Coordinate with government authorities and external entities when required.
Requirements
- Arabic Nationality – Mandatory.
- Bachelor's degree in Business Administration or a related field.
- Minimum 5 years of experience as a Personal Assistant or Executive Assistant supporting a CEO, Chairman, or Managing Director.
- Previous experience working in an Engineering Consultancy is MANDATORY.
- Candidates must have hands-on experience supporting engineering teams and coordinating with architects, consultants, project managers, contractors, and technical departments.
- Strong understanding of engineering documentation, project coordination, technical submissions, and consultant workflows is essential.
- Experience working on multiple engineering projects simultaneously is highly preferred.
- Excellent written and verbal communication skills in both Arabic and English.
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Strong organizational, multitasking, and follow-up skills.
- Ability to work under pressure and manage multiple priorities.
- High level of professionalism, confidentiality, and attention to detail.
- UAE experience is mandatory.
Preferred Qualifications
- Experience within Engineering Consultancy firms in the UAE.
- Familiarity with engineering project lifecycles and consultant/client coordination.
- Experience coordinating with UAE authorities such as Dubai Municipality, Trakhees, DDA, RTA, and DEWA is an advantage.
- Valid UAE Driving License is preferred.
Key Competencies
- Executive Support
- Calendar Management
- Engineering Project Coordination
- Consultant & Client Coordination
- Meeting Coordination
- Minutes of Meeting (MoM)
- Business Correspondence
- Document Control
- Stakeholder Management
- Time Management
- Multitasking
- Confidentiality
- Problem Solving
- Microsoft Office Suite
