indeed
Executive Assistant & Document Controller
IDEAL HOME FURNITURE FACTORY
Dubai, UAE
Full Time
Entry
Onsite
AED 10,000/month / month
1 weeks ago
Microsoft Office SuiteCalendar ManagementDocument ControlCorrespondence PreparationTravel CoordinationArabic
Free
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Microsoft Office SuiteCalendar ManagementDocument Control
About the Role
IDEAL HOME FURNITURE FACTORY seeks a UAE National for a dual-function role providing executive support to the MD and Director of Operations while managing document control. Full training provided.
Key Skills for This Role
Microsoft Office SuiteCalendar ManagementDocument ControlCorrespondence PreparationTravel CoordinationArabic
Responsibilities
- Manage calendars, schedule meetings, and coordinate appointments for the MD and Director of Operations
- Prepare professional correspondence, reports, presentations, and meeting minutes
- Handle confidential communications with discretion and professionalism
- Coordinate travel arrangements, logistics, and itineraries as required
- Follow up on action items and decisions arising from executive meetings
- Act as first point of contact for internal and external stakeholders engaging with senior leadership
- Maintain and manage the company's document control system for all construction and contracting projects
- Receive, log, distribute, and archive all incoming and outgoing project documents including drawings, submittals, RFIs, contracts, and correspondence
- Ensure documents are version controlled, properly named, and filed per company and project standards
- Coordinate with site engineers, project managers, and consultants to track document approvals and responses
- Prepare document status registers and transmittal logs for active projects
- Support the team in maintaining ISO or project specific quality documentation requirements
Requirements
- UAE National (Nafis registered candidates strongly encouraged to apply)
- Diploma or Bachelor's Degree in Business Administration, Office Management, or related field
- Proficient or comfortable with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Fluent in Arabic and English (written and spoken)
- Well presented, organized, proactive, discreet, and eager to grow
- Immediate joiners required
Full Job Posting
Role Purpose
- This is an exciting dual function opportunity for a motivated UAE National looking to launch or advance their corporate career.
- You will serve as the primary administrative and organizational support to the Managing Director and Director of Operations, while simultaneously managing the company's document control function.
- Full training will be provided — we invest in your growth.
Key Responsibilities Executive Support – MD & Director of Operations
- Manage calendars, schedule meetings, and coordinate appointments for the MD and Director of Operations
- Prepare professional correspondence, reports, presentations, and meeting minutes
- Handle confidential communications with discretion and professionalism
- Coordinate travel arrangements, logistics, and itineraries as required
- Follow up on action items and decisions arising from executive meetings
- Act as the first point of contact for internal and external stakeholders engaging with senior leadership
Key Responsibilities Document Control
- Maintain and manage the company's document control system for all construction and contracting projects
- Receive, log, distribute, and archive all incoming and outgoing project documents including drawings, submittals, RFIs, contracts, and correspondence
- Ensure documents are version controlled, properly named, and filed per company and project standards
- Coordinate with site engineers, project managers, and consultants to track document approvals and responses
- Prepare document status registers and transmittal logs for active projects
- Support the team in maintaining ISO or project specific quality documentation requirements
Qualifications & Requirements
- Nationality: UAE National (Nafis registered candidates strongly encouraged to apply)
- Education: Diploma or Bachelor's Degree in Business Administration, Office Management, or a related field (fresh graduates welcome — training will be provided)
- Experience: Prior administrative, secretarial, or document control experience is an advantage but not mandatory
- IT Skills: Proficient or comfortable with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Languages: Fluent in Arabic and English (written and spoken)
- Personal Attributes: Well presented, organized, proactive, discreet, and eager to grow within a professional corporate environment
- Availability: Immediate joiners required
What We Offer
- Monthly Salary: AED 10,000 (inclusive of Nafis benefit)
- Structured on the job training — no prior construction experience required
- Clear and supported career growth pathway within the Group
- Direct exposure to senior leadership and cross functional business operations
- A professional, inclusive workplace committed to Emiratisation and UAE National development
Work Location
- In person
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