Female Admin Assistant cum Executive Secretary (Real Estate Background)

Female Admin Assistant cum Executive Secretary (Real EState Background)

We are looking for a highly organized and proactive Female Admin Assistant cum Executive Secretary to join our team in the UAE. The ideal candidate will be responsible for providing administrative and clerical support to ensure the smooth functioning of daily operations. This role is ideal for someone who is detail-oriented, professional, and can handle multiple tasks efficiently in a dynamic environment.

Key Responsibilities:

• Manage and organize office schedules, meetings, and appointments.
• Overseeing office administration tasks and ensuring that daily office operations are performed in a seamless and efficient manner, including the management of document flow, coordination of schedules, liaising with various departments,.
• Responsible for supporting high-level executives and management
• Manage , execute and support the personal matters of the owners family.
• Prepare and handle correspondence, reports, and official documents.
• Verification of Noqodi & Ejari monthly reports. Noqodi payments should tally as per the ejari registration.
• Approval of CRM posting in the real estate software
• Approval of pre-termination of contracts in real estate software
• Plots - renewal of affection plan, valuation request. Request through Dubai Rest App and other government online application in Dubai, Sharjah and Dibba
• Receiving original invoices from the contractors and verify before submitting to Accounts dept
• Coordinating with Supervisors for the pending maintenance complaint in all buildings
• Quotations for approvals and coordinating with contractors.
• AMC Contracts renewals of all buildings
• Maintain and organize filing systems (both digital and physical).
• Service/maintenance booking of owner's personal and company vehicle(schedule, drop off, pick-up & payment)
• Handle incoming calls, emails, and visitors in a professional manner.
• Coordinating all the family related works-travel, bank, hotel , property etc
• Coordinate travel arrangements and hotel bookings when required.
• Take meeting minutes and distribute to relevant parties.
• Ensure the confidentiality of sensitive documents and information.
• Liaise with other departments and provide administrative support as needed.

Requirements:

• Proven experience as a Secretary, Administrative Assistant, or similar role (preferably in the UAE).
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication skills in English; Arabic is a plus.
• Strong organizational and time-management skills.
• Ability to multitask and work under pressure.
• Discretion and professionalism in handling confidential information.
• Education: Bachelor’s Degree in Business Administration or related field.

Job Type: Full-time