Executive Assistant / Personal Assistant (EA/PA)

ABOUT THE ROLE

Unique Properties is seeking a highly organized, proactive, and detail-oriented Executive Assistant / Personal Assistant (EA/PA) to provide comprehensive administrative, executive, and personal support to senior leadership. This role combines traditional executive assistance, sales administration, and personal assistance responsibilities, requiring discretion, efficiency, and strong coordination skills. Experience in the real estate industry is highly preferred.

DUTIES & RESPONSIBILITIES

Executive & Administrative Support

• Provide full executive and personal assistance to the Chairman / Founder / Partner.
• Perform high-level secretarial and administrative duties for senior management.
• Fully manage calendars, meetings, and schedules, including appointments, events, and reminders.
• Coordinate internal and external meetings; book meeting rooms and arrange refreshments when required.
• Take minutes of meetings and ensure timely follow-ups where necessary.
• Manage internal and external correspondence on behalf of senior management.
• Draft, type, format, and edit reports, documents, presentations, and business correspondence.
• Liaise with internal departments and external stakeholders, answering calls and managing communication flow.
• Arrange travel, accommodation, and logistics for senior management.
• Maintain databases, records, filing systems, and confidential documents.

Sales Administration & Real Estate Support

• Coordinate with the Sales Team for preparation of standard real estate contracts and agreements, including:
• Form A, B, F, and I
• Memorandums of Understanding (MOU)
• Tenancy Contracts
• Rental Lease Agreements
• Channel Partner Agreements (PDF and online)
• Create customized agreements, contracts, and official business letters.
• Prepare real estate legal documents and perform full calculations when drafting MOUs.
• Check accuracy of orders, issue invoices, maintain sales records, and compile monthly sales reports.
• Monitor deadlines and issue notices to relevant parties as required.
• Manage reminders for tenancy contract renewals for agents and tenants.
• Liaise with developers to ensure Agency Agreements are current and valid.
• Prepare Commission Agreements and Channel Partner Agreements.
• Create necessary NOCs for online listings in coordination with the Listings Coordinator.
• Draft additional documentation for agents (Undertakings, Acknowledgements, etc.) and ensure timely execution.

Personal Assistance & Private Affairs Management

• Support the Chairman / Founder with personal administrative matters.
• Manage founder’s personal property documentation and coordination.
• Handle family and self visa processing, including applications, renewals, cancellations, and follow-ups.
• Oversee documentation, filing, renewals, and compliance for personal and family-related matters.
• Manage personal calendar, appointments, and reminders.
• Assist with personal errands, correspondence, and coordination of personal matters as required.
• Ensure smooth coordination of family and personal schedules in alignment with professional commitments.
• Maintain strict confidentiality and discretion at all times.

REQUIREMENTS & QUALIFICATIONS

• Minimum 2–3 years of experience in a similar EA/PA or Sales Administrator role within the real estate industry .
• Excellent written and verbal communication skills in English (mandatory).
• Strong understanding of RERA rules and regulations .
• Proven experience drafting real estate contracts and documentation (MOU, Form A, B, F, I, etc.) in PDF and online systems.
• Excellent working knowledge of MS Office Suite (Word, Excel), PDF software, and internet applications.
• Experience in off-plan sales is an advantage.
• Experience with CRM systems is highly desirable.
• Valid UAE driving license .
• Strong analytical, organizational, and multitasking skills.
• Ability to meet strict deadlines and handle multiple priorities.
• Highly organized, disciplined, self-sufficient, and proactive.
• Strong sense of professionalism, confidentiality, and discretion.
• Eager to learn with a positive and team-oriented mindset.