Executive Secretary / Office Assistant - Property Developer

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JOB SUMMARY:
We are hiring for an emerging and rapidly growing private property developer with operations in Dubai and Karachi, seeking a highly organized and proactive Executive Secretary / Office Assistant – Property Developer to provide executive-level support to senior management and ensure smooth administrative and operational coordination for a landmark real estate project in Karachi.

This role will be based in Dubai, acting as a vital bridge between the Dubai head office and Karachi project team. The successful candidate will be responsible for managing executive calendars, preparing high-quality reports, maintaining confidential records, coordinating cross-border communication, and ensuring seamless workflow across departments. The position requires discretion, excellent organizational skills, and the ability to work in a fast-paced property development environment.

KEY RESPONSIBILITIES:

• Provide high-level administrative support to the Managing Director and senior leadership, including scheduling, travel arrangements, and meeting coordination.
• Prepare, review, and maintain professional documentation including contracts, project reports, presentations, and correspondence.
• Act as a central point of communication between Dubai and Karachi offices, ensuring alignment of timelines, deliverables, and project milestones.
• Manage and prioritize executive calendars, ensuring efficient time management and coordination with stakeholders.
• Support project documentation processes including filing, record-keeping, and maintaining confidential property-related files.
• Draft and circulate meeting agendas, take accurate minutes, and follow up on action items with relevant teams.
• Coordinate with legal, finance, sales, and project teams to ensure timely submission of reports, agreements, and compliance documentation.
• Support event planning and coordination for project launches, investor meetings, and stakeholder engagement activities.
• Handle sensitive information with discretion and maintain strict confidentiality at all times.
• Monitor office workflows, assist in budget tracking, and prepare summary reports for management review.

JOB REQUIREMENTS:

Qualification: Bachelor’s degree in Business Administration, Management, or related field. Secretarial or executive assistant certification preferred.

Experience:

• Minimum 5+ years of proven experience as an Executive Secretary, Executive Assistant, or similar role in real estate/property development industry.
• Demonstrated ability to support senior executives in a cross-border or multinational environment
• Strong background in handling corporate documentation, reporting, and confidential records

Technical Proficiency:

• Excellent MS Office Suite (Word, Excel, PowerPoint, Outlook) skills.
• Familiarity with CRM systems, project management tools, and document control systems.
• Strong written and verbal communication skills in English (Urdu/Hindi preferred).

Soft Skills:

• High level of professionalism, discretion, and integrity.
• Strong organizational, time-management, and multitasking abilities.
• Excellent interpersonal and stakeholder management skills.
• Ability to work independently with minimal supervision in a fast-paced environment.

Job Type: Full-time

Pay: AED4,000.00 - AED6,000.00 per month

Application Question(s):

• Are you fluent in English and Urdu/Hindi for effective cross-border communication?
• How many years of executive secretarial or office assistnat experience do you have supporting senior management?
• Have you previously worked in real estate, construction, or property development sectors?
• Can you share examples of confidential documentation or reporting processes you have successfully managed?
• What tools or systems do you use to manage executive schedules and project workflows?