Executive Assistant / Secretary

Job Description Roles & Responsibilities 1. Executive Support Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones. Prepare meeting agendas, minutes, presentations, and briefing materials for executive decision‑making. Handle confidential correspondence, emails, and communications on behalf of the management office. Coordinate travel arrangements, itineraries, visas, and logistics for local and international trips. 2. Data Management & Document Preparation Prepare high‑quality reports, dashboards, and executive summaries for management review. Analyze data and generate insights using advanced Excel functions (pivot tables, VLOOKUP/XLOOKUP, formulas, charts, data validation). Maintain and update databases, trackers, and performance monitoring tools. Consolidate departmental submissions into structured, accurate management reports. Develop professional PowerPoint presentations for executive meetings, board sessions, and strategic reviews. Ensure all documents are visually polished, accurate, and aligned with corporate branding. Support the creation of business proposals, briefing packs, and communication materials. 2. Office & Operations Management Serve as the primary point of contact between the management office and internal/external stakeholders. Ensure smooth daily operations by coordinating with departments, vendors, and service providers. Track and follow up on action items, deadlines, and deliverables to ensure timely completion. Support the planning and execution of executive events, board meetings, and corporate engagements. 3. Communication & Coordination Draft, review, and edit executive communications, reports, and official documents. Facilitate effective information flow between leadership and teams across the organization. Maintain professional relationships with clients, partners, government entities, and VIP guests 4. Strategic & Administrative Support Conduct research, compile data, and prepare executive summaries for strategic initiatives. Assist with project coordination, monitoring progress, and preparing status updates. Support budgeting, expense tracking, and financial documentation for the management office. Identify opportunities to improve processes, enhance efficiency, and strengthen executive workflows. Desired Candidate Profile Min. 2 years of UAE experience in the same role would be mandatory Advanced proficiency in Microsoft Excel, including reporting, data analysis, and dashboard preparation. Experience preparing professional reports, presentations, and executive summaries. Knowledge of Power BI and AI tools such as ChatGPT, Copilot, or similar platforms. Strong attention to detail with excellent organizational, communication, and multitasking skills. Real estate/Construction industry experience will be an added advantage. Employment Type Full Time Company Industry ConstructionCivil Engineering Department / Functional Area SecretaryFront OfficePersonal Assistant (PA) Keywords Executive SupportAdministrative AssistantExecutive SecretaryExpense ReportingMeeting PlanningOffice ManagerPersonal AssistantConfidentialityCalendar ManagementTravel Coordination Get real-time job updates only on our App