Executive Secretary / Personal Assistant to General Manager

We are seeking a highly competent and professional Executive Secretary / Personal Assistant to provide dedicated executive-level support to the General Manager within a reputable Building Construction or Engineering Consultancy organization.

This position requires a proactive, detail-oriented, and highly organized professional capable of handling confidential matters with discretion and operating efficiently in a fast-paced, project-driven environment. The ideal candidate must possess strong coordination skills and a clear understanding of construction industry documentation and UAE authority procedures.

Key Responsibilities

Executive Support

• Provide full-spectrum executive and administrative support to the General Manager
• Manage complex calendars, appointments, executive meetings, and business travel arrangements
• Screen and prioritize communications, including emails, calls, and official correspondence
• Prepare executive briefings, reports, presentations, and business summaries
• Draft professional letters, contractual correspondence, and internal memos

Meeting & Reporting Management

• Organize board meetings, management meetings, and project review meetings
• Prepare agendas and record accurate minutes of meetings (MOM)
• Track action points and ensure timely follow-up with stakeholders
• Maintain executive dashboards and management reports

Project & Construction Documentation Support

• Coordinate communications between internal departments, consultants, contractors, and clients
• Assist in preparation and submission of tender documentation
• Support document control processes for contracts, variations, and project files
• Maintain proper filing systems (physical and digital) for management and project records

UAE Government & Authority Portal Handling

• Manage online applications and submissions through UAE government portals including but not limited to:
• Dubai Municipality
• Dubai Development Authority
• General Directorate of Residency and Foreigners Affairs - Dubai
• Ministry of Human Resources and Emiratisation
• Relevant Free Zone portals (if applicable)
• Coordinate trade license renewals, labor contracts, immigration documentation, and regulatory submissions
• Liaise with PROs and ensure timely compliance with statutory deadlines

Confidential & Compliance Management

• Handle sensitive corporate information with strict confidentiality
• Maintain secure documentation related to contracts, financial matters, and management decisions
• Support compliance tracking for corporate and project requirements

Mandatory Requirements

• Minimum 5+ years of experience supporting senior management within a Building Construction or Engineering Consultancy company in the UAE
• Proven experience handling UAE government portals and online authority submissions
• Excellent command of English (spoken and written)
• Advanced proficiency in MS Office (Excel, Word, PowerPoint)
• Strong drafting and reporting skills
• Exceptional organizational and multitasking abilities
• Professional communication skills to engage with senior stakeholders
• High level of discretion and integrity

Preferred Qualifications

• Bachelor’s degree in Business Administration or relevant field
• Experience in tender coordination and construction documentation
• Experience working in project-driven or main contractor environments
• Familiarity with document management systems (DMS)

Salary Package

AED 12,000 – All Inclusive