We are looking for a dynamic, proactive, and highly organized Executive Secretary to support the Projects Director. The ideal candidate must have a solid background in the real estate or construction industry, with the confidence and initiative to handle high-level administrative responsibilities, facilitate communication across project teams, and contribute to efficient project operations. This position plays a key role in ensuring the smooth execution of high-profile developments by providing critical administrative and coordination support.
Key Responsibilities
Provide full administrative support to the Projects Director, including managing calendars, setting appointments, and organizing meetings.
Handle high volumes of project-related correspondence and documentation with accuracy and professionalism.
Draft, proofread, and format project reports, memos, letters, and contractual documentation.
Coordinate internal and external communications between departments, consultants, contractors, and government authorities.
Prepare meeting agendas, take minutes, and ensure timely follow-up on action items.
Maintain organized filing systems (both digital and physical) for project documents, drawings, permits, and legal papers.
Manage office logistics for project-related activities, including supplies, travel arrangements, and site coordination as required.
Monitor deadlines, track project deliverables, and ensure timely submissions and approvals.
Uphold confidentiality and demonstrate sound judgment in handling sensitive information.
Support in the preparation of presentations, proposals, and project status dashboards.
Coordinate daily with the site construction team to ensure alignment on project activities.
Coordinate daily with the project document control team to manage and track all project documentation efficiently.
Required Qualifications & Skills
Minimum 3 years of experience as a Secretary in the real estate or construction industry.
Diploma or degree in Business Administration, Secretarial Studies, or a related field.
Familiarity with project documentation standards and real estate regulatory procedures.
Experience supporting senior-level management in a project or site-based environment.
Strong command of MS Office (Word, Excel, PowerPoint, Outlook); experience with project management or document control tools is a plus.
Exceptional organizational, communication, and multitasking skills.
Professional demeanour with a strong sense of accountability and attention to detail.
Proactive, adaptable, and able to thrive in a high-pressure, deadline-driven environment.
Fluent in English; Arabic language skills are preferred.
Ability to maintain a high degree of discretion and confidentiality.
Strong interpersonal skills with the ability to build relationships across diverse teams and external stakeholders.
Job Type: Full-time
Experience:
* Real Estate or Construction: 3 years (Required)
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