Job Description

Administration Management:

Develop, implement, and maintain efficient administrative policies and procedures to support overall company operations.

Manage office facilities, ensuring a functional and well-maintained work environment conducive to productivity.

Oversee the procurement of office supplies, equipment, and services, negotiating with vendors to ensure cost-effectiveness and quality.

Manage and supervise administrative staff, if applicable, including training, performance monitoring, and delegating tasks.

Implement and maintain strong document control systems (physical and digital) for all company records, ensuring compliance, security, and easy recovery.

Coordinate internal communication flow and information distribution across departments.

Manage and administer company-wide common services (e.g., mail, courier services, IT support Coordination).

Oversee the organization of corporate events, client meetings, including venue selection, catering, and logistics.

Ensure adherence to UAE regulations and corporate governance standards in all administrative processes.

Assist in budget management for administrative operations, tracking expenses and identifying areas for cost optimization.

Executive Assistant to CEO:

Proactively manage and maintain the CEO's calendar, including scheduling internal and external meetings, appointments, and teleconferences, and efficiently resolving conflicts.

Arrange comprehensive local and international travel itineraries for the CEO, including flights, accommodation, and ground transportation, ensuring all logistics are seamless.

Prepare and process expense reports, purchase requisitions, and other financial documentation for the CEO, ensuring accuracy and timely submission.

Draft, proofread, and format a wide range of documents including official correspondence, emails, reports, presentations, proposals, and internal communications with attention to detail.

Act as the primary point of contact for internal and external stakeholders interacting with the CEO, screening calls, emails, and visitors, and redirecting or responding as appropriate.

Prepare agendas, gather necessary materials, and arrange logistics for various high-level meetings (e.g., project review meetings and board meetings).

Attend meetings as required to take accurate minutes and track action items, following up to ensure timely completion.

Conduct preliminary research on market trends, competitor activities, or potential partners as requested by the CEO.

Assist in tracking project milestones and deadlines for the residential building project, particularly in relation to the CEO's oversight.

Support the CEO in liaising with various professional teams, including architects and engineering consultants, ensuring smooth communication and information flow.

Help in preparing documents required for regulatory approvals and permits within Dubai, Ras Al Khaimah and the UAE.

Assist with data entry and management within CRM or project management software if utilized by the company.

Coordinate with other departments (e.g., Development, Sales, Marketing, Finance) to gather information or facilitate cross-functional tasks on behalf of the CEO.

Personal Assistance (to CEO):

Manage personal appointments and reminders for the CEO.

Assist with personal errands and tasks, demonstrating high levels of honesty.

Coordinate personal travel arrangements when necessary.

Handle confidential personal communications and information with the utmost integrity.

Proven experience (minimum 2-5 years) in a similar dual role or a combination of Administration Management and Executive Assistant roles, preferably within the real estate development, construction, investment, or a related project-centric industry.

Exceptional organizational skills, with a proven ability to manage multiple priorities, meet deadlines, and work effectively under pressure.

Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with calendar management and virtual meeting platforms.

Excellent written and verbal communication skills in

English

are essential.

High level of professionalism, discretion, and confidentiality, particularly when handling sensitive company and personal information.

Proactive, resourceful, and capable of anticipating needs and solving problems independently.

Strong interpersonal skills with the ability to build effective relationships with internal and external stakeholders.

Detail-oriented with a commitment to accuracy and quality of work.

A strong work ethic and a flexible attitude to adapt to changing priorities in a dynamic startup environment.

Bachelor's degree in Business Administration, Management, or a related field; relevant administrative certification is a

plus

.

Job Type: Full-time

Pay: AED8,000.00 - AED15,000.00 per month