Executive Secretary - Interior Fitout

Job Summary:

The Director’s Secretary provides high-level administrative support to the Director of an Interior Fit-Out company. The role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks efficiently. The ideal candidate will be familiar with the construction/interior fit-out industry and will act as a gatekeeper, liaison, and support system to ensure smooth day-to-day operations.

Key Responsibilities: Executive Support:

• Manage the Director’s calendar, schedule appointments, and coordinate meetings.
• Screen and prioritize incoming emails, calls, and correspondence.
• Prepare and edit reports, presentations, and other documents for internal and client meetings.
• Attend meetings, take minutes, and follow up on action items.
• Coordinate travel arrangements, including visas, itineraries, and accommodations.

Administrative Tasks:

• Maintain confidential and sensitive documents and records.
• Prepare monthly expense reports and oversee reimbursements.
• Draft professional correspondence and handle communication on behalf of the Director.
• Organize and maintain filing systems (both physical and digital).
• Monitor deadlines and ensure timely completion of key tasks.

Industry-Specific Support:

• Coordinate with project managers, designers, and suppliers to support the Director in project oversight.
• Assist in compiling project proposals, bids, and tender documentation.
• Maintain updated records of ongoing and upcoming interior fit-out projects.
• Track project timelines and milestones relevant to the Director’s involvement.

Client & Vendor Interaction:

• Liaise with clients, consultants, and vendors on behalf of the Director.
• Handle sensitive client communication with professionalism and discretion.
• Coordinate with accounts, procurement, and operations teams to relay directives from the Director.

Job Type: Full-time

Pay: AED6,000.00 - AED7,000.00 per month