Executive Secretary / Personal Assistant

Confidential Company

We are seeking a highly competent and professional Executive Secretary / Personal Assistant to provide dedicated executive-level support to the General Manager within a reputable Building Construction or Engineering Consultancy organization.

This position requires a proactive, detail-oriented, and highly organized professional capable of handling confidential matters with discretion and operating efficiently in a fast-paced, project-driven environment. The ideal candidate must possess strong coordination skills and a clear understanding of construction industry documentation and UAE authority procedures.

Key Responsibilities

Executive Support

• Provide full-spectrum executive and administrative support to the General Manager

• Manage complex calendars, appointments, executive meetings, and business travel arrangements

• Screen and prioritize communications, including emails, calls, and official correspondence

• Prepare executive briefings, reports, presentations, and business summaries

• Draft professional letters, contractual correspondence, and internal memos

Meeting & Reporting Management

• Organize board meetings, management meetings, and project review meetings

• Prepare agendas and record accurate minutes of meetings (MOM)

• Track action points and ensure timely follow-up with stakeholders

• Maintain executive dashboards and management reports

Project & Construction Documentation Support

• Coordinate communications between internal departments, consultants, contractors, and clients

• Assist in preparation and submission of tender documentation

• Support document control processes for contracts, variations, and project files

• Maintain proper filing systems (physical and digital) for management and project records

UAE Government & Authority Portal Handling

• Manage online applications and submissions through UAE government portals including but not limited to:

o Dubai Municipality

o Dubai Development Authority

o General Directorate of Residency and Foreigners Affairs - Dubai

o Ministry of Human Resources and Emiratisation

o Relevant Free Zone portals (if applicable)

• Coordinate trade license renewals, labor contracts, immigration documentation, and regulatory submissions

• Liaise with PROs and ensure timely compliance with statutory deadlines

Confidential & Compliance Management

• Handle sensitive corporate information with strict confidentiality

• Maintain secure documentation related to contracts, financial matters, and management decisions

• Support compliance tracking for corporate and project requirements