Personal Assistant

Role Overview

Executive and Administrative Support

• Manage the Managing Director's daily calendar, appointments, meetings, and travel arrangements.
• Coordinate internal and external meetings, including agendas and required documents.
• Prepare meeting minutes, action points, schedules, and reminders.
• Handle emails, correspondence, reports, presentations, and confidential documents.
• Maintain organized filing and document management systems.

Fit-Out and Project Coordination

• Coordinate with project, design, estimation, procurement, commercial, finance, HR, and site teams on behalf of the Managing Director.
• Follow up on project actions, deadlines, approvals, quotations, material submissions, and critical requirements.
• Maintain trackers for ongoing projects, business development activities, and management action points.
• Assist in monitoring project progress and highlighting pending or critical matters.
• Coordinate with clients, consultants, suppliers, subcontractors, and other external stakeholders.

Business and Management Support

• Prepare presentations, reports, proposals, and management documents.
• Conduct basic research and gather information for business decisions.
• Coordinate with business development and sales teams regarding prospective projects and clients.
• Maintain records of important contacts, clients, suppliers, and business partners.
• Support the Managing Director during client meetings, presentations, exhibitions, and business events.

Follow-Up and Communication

• Follow up on instructions given by the Managing Director to various departments.
• Maintain an action and follow-up tracker and provide regular status updates.
• Communicate professionally with senior management, employees, clients, consultants, and external stakeholders.
• Escalate urgent or delayed matters to the Managing Director promptly.

Requirements

• 3–5+ years of experience as a Personal Assistant, Executive Assistant, or in a similar role.
• A bachelor's degree in Business Administration, Management, Construction Management, or a related field is preferred.
• Experience in fit-out, interior design, construction, joinery, or contracting is highly preferred.
• Strong understanding of UAE fit-out or construction workflow and terminology.
• Excellent written and verbal English communication skills.
• Strong organization, time management, follow-up, and coordination abilities.
• Proficiency in MS Office, especially Word, Excel, PowerPoint, and Outlook.
• Ability to prepare reports, presentations, trackers, and correspondence.
• Ability to handle confidential and sensitive information with discretion.
• A UAE driving license is an advantage.

Work Location

• Work location is in person in Dubai, UAE.

Compensation

• Pay is listed as AED 4,000–AED 8,000 per month.