Job Description

Job Title

Personal Assistant to the Managing Director (Construction)

Department

Executive Office

Reports To

Managing Director

Location

Sharjah/Dubai HQ with occasional site visits across the UAE

Role Purpose

Provide high-level executive, administrative, and project coordination support to the Managing Director, ensuring the MD's time, priorities, communications, and follow-through are managed with excellence. Act as a trusted gatekeeper and liaison between the MD and internal/external stakeholders (department heads, project teams, clients, authorities, and partners).

Key Responsibilities1) Executive Support & Calendar Management

Own the MD's calendar: schedule, prioritize, and optimize meetings, site visits, and travel. Prepare daily/weekly briefs: priorities, risks, deadlines, and decision points. Gatekeep communications: triage emails/calls, draft responses, and ensure timely follow-ups.
2) Meetings, Board Packs & Documentation

Prepare agendas, collect inputs, and circulate pre-reads. Take clear minutes with action owners, deadlines, and dependencies; track closure. Compile board/EXCOM packs, MD updates, and quarterly business reviews.
3) Project & Site Coordination (Construction)

Coordinate status updates with Project Managers, QS, Planning, Procurement, and HSE. Track critical deliverables (program milestones, VO approvals, RFIs, NCR closures). Escalate risks and slippages to the MD with concise summaries and options.
4) Tendering & Commercial Support

Support tender submissions: gather documents, ensure compliance with checklists, monitor deadlines. Liaise with Estimation/QS for clarifications, prelims, and document control. Maintain a register of bids, outcomes, and post-tender correspondence.
5) Procurement & Vendor Liaison

Follow up on PR/PO status, approvals, delivery schedules, and critical materials. Coordinate vendor meetings and maintain a preferred supplier log with performance notes.
6) Finance & Admin Follow-Up

Track key approvals (payments, LPOs, variations, claims) and reminders to stakeholders. Prepare simple trackers/dashboards for MD visibility (cash-flow checkpoints, major payables/receivables).
7) HR & Confidential Tasks

Support MD with confidential HR tasks (recruitment follow-ups, offers, sensitive communications). Coordinate interviews/assessments and maintain confidentiality at all times.
8) Compliance & Government Relations (UAE)

Coordinate with PRO/QHSE/Admin on renewals (trade license, insurances, visas, labor cards, permits). Ensure documents are current for audits and client prequalification (ISO/QHSE, insurances, registration).
9) Travel & Logistics

Arrange complex itineraries, visas, hotel/site logistics, and expense reconciliation.
10) Office/Asset Coordination & Special Projects

Ensure meeting rooms, equipment, and presentation setups are ready for the MD. Drive ad-hoc MD initiatives (events, client visits, rebranding moments, KPI ceremonies).
Qualifications & Experience

Bachelor's degree preferred (Business Administration, Engineering, or related). 5-8+ years of Executive/Personal Assistant experience; at least 3 years supporting C-level. Construction/real estate/engineering industry experience in the UAE is highly preferred. Strong understanding of project lifecycles, tenders, and site coordination.
Skills & Competencies

Exceptional organization, prioritization, and follow-through under tight deadlines. Clear written and verbal communication; professional email etiquette. Stakeholder management and discretion in handling sensitive information. Problem-solving mindset; anticipates needs and removes blockers. Proficiency: MS Office (Excel, PowerPoint, Outlook), PDF tools; ERP familiarity is a plus (e-Promis/Oracle/SAP/Candy). Language: Excellent English; Arabic is an advantage. UAE driving license is a plus.
Job Type: Full-time