Executive Secretary - Dubai, Dubai

Only for registered members Dubai, Dubai, United Arab Emirates

14 hours ago

د.إ72,000 - د.إ132,000 (AED) per year *

* This salary range is an estimation made by beBee

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, ...

Job description

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

Similar jobs

Work in company