Executive Administrative Assistant

The Executive Administrative Assistant provides high-level executive support to the senior leadership office (CEO, MD, Chairman, or COO) within a fast-paced construction and real estate development environment . The role demands exceptional organizational, communication, and multitasking abilities , with the confidence to handle confidential matters, manage executive priorities, and coordinate between departments and external stakeholders at the highest professional standard.

Key Responsibilities:

1. Executive Support & Office Management:

• Manage day-to-day operations of the executive office, ensuring efficiency, confidentiality, and professionalism.
• High Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and document management tools.
• Maintain executive’s daily calendar — scheduling appointments, meetings, and travel arrangements.
• Prioritize and manage multiple tasks, projects, and communications with minimal supervision.
• Draft and prepare executive correspondence, internal memos, reports, and meeting documentation.
• Screen calls, emails, and meeting requests, ensuring the executive’s time is utilized effectively.

2. Meeting & Communication Coordination:

• Organize and coordinate executive-level meetings, board discussions, and management reviews.
• Record and distribute meeting minutes, action items, and follow-up updates.
• Act as the main liaison between the executive and internal departments, consultants, clients, and external partners.
• Maintain strong, professional communication on behalf of the executive office.

3. Administrative Governance & Documentation:

• Manage filing systems, contracts, and confidential documentation — both physical and digital.
• Handle sensitive corporate and project-related information with the highest level of discretion.
• Support in the preparation of presentations, proposals, and executive reports.
• Track key deadlines, project milestones, and ensure timely submission of deliverables.

4. Travel & Logistics Management:

• Organize and oversee complex travel schedules, hotel bookings, visa arrangements, and expense reports.
• Coordinate logistics for local and international meetings, site visits, and client events.

5. Coordination Across Departments:

• Ensure smooth communication flow between executive leadership and project, finance, HR, and operations teams.
• Follow up on executive directives and ensure timely completion of assigned actions by relevant departments.
• Support in planning and coordination of corporate events, management retreats, and business reviews.

Qualifications & Experience:

• Bachelor’s Degree in Business Administration, Management, or related field.
• 8–12 years of experience as an Executive Assistant or Executive Secretary supporting C-suite leaders (CEO, MD, Chairman, or COO) within construction, real estate, or contracting industries .
• Strong understanding of business operations, project documentation, and corporate communication.
• Excellent command of English (Arabic/Bilingual is an advantage).
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and document management tools.