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 ResponsibilitiesExecutive SupportProvide full-spectrum executive and administrative support to the General ManagerManage complex calendars, appointments, executive meetings, and business travel arrangementsScreen and prioritize communications, including emails, calls, and official correspondencePrepare executive briefings, reports, presentations, and business summariesDraft professional letters, contractual correspondence, and internal memosMeeting & Reporting ManagementOrganize board meetings, management meetings, and project review meetingsPrepare agendas and record accurate minutes of meetings (MOM)Track action points and ensure timely follow-up with stakeholdersMaintain executive dashboards and management reportsProject & Construction Documentation SupportCoordinate communications between internal departments, consultants, contractors, and clientsAssist in preparation and submission of tender documentationSupport document control processes for contracts, variations, and project filesMaintain proper filing systems (physical and digital) for management and project recordsUAE Government & Authority Portal HandlingManage online applications and submissions through UAE government portals including but not limited to:Dubai MunicipalityDubai Development AuthorityGeneral Directorate of Residency and Foreigners Affairs - DubaiMinistry of Human Resources and EmiratizationRelevant Free Zone portals (if applicable)Coordinate trade license renewals, labor contracts, immigration documentation, and regulatory submissionsLiaise with PROs and ensure timely compliance with statutory deadlinesConfidential & Compliance ManagementHandle sensitive corporate information with strict confidentialityMaintain secure documentation related to contracts, financial matters, and management decisionsSupport compliance tracking for corporate and project requirementsMandatory RequirementsMinimum 5+ years of experience supporting senior management within a Building Construction or Engineering Consultancy company in the UAEProven experience handling UAE government portals and online authority submissionsExcellent command of English (spoken and written)Advanced proficiency in MS Office (Excel, Word, PowerPoint)Strong drafting and reporting skillsExceptional organizational and multitasking abilitiesProfessional communication skills to engage with senior stakeholdersHigh level of discretion and integrityPreferred QualificationsBachelor’s degree in Business Administration or relevant fieldExperience in tender coordination and construction documentationExperience working in project-driven or main contractor environmentsFamiliarity with document management systems (DMS)Salary PackageAED 12,000 – All Inclusive#J-18808-Ljbffr