Full job description

Main Objective

The Executive Assistant will provide comprehensive administrative, operational, and coordination support to senior management within a real estate company. The role ensures smooth day-to-day operations, effective communication between internal teams and external partners, and timely execution of key business and property-related activities. The ideal candidate will be highly organized, proactive, and experienced in handling confidential information, client relations, and real estate documentation.

Key Responsibilities1. Executive & Administrative Support

• Manage daily schedules, appointments, and meetings for senior management, ensuring efficient calendar coordination.
• Prepare and edit correspondence, reports, presentations, and confidential documents.
• Handle phone calls, emails, and inquiries professionally on behalf of management.
• Maintain proper filing systems (digital and physical) for property, tenant, and client records.

2. Real Estate Operations Support

• Coordinate with property management, leasing, and accounts teams for day-to-day administrative and operational tasks.
• Assist in preparing and reviewing tenancy contracts, Ejari renewals, property listings, and lease documentation.
• Support in tracking rent collections, renewals, and tenant correspondence.
• Liaise with property agents, facility management teams, and legal departments when required.
• Maintain and update databases of properties, tenants, and service providers.

3. Client & Stakeholder Coordination

• Serve as the point of contact for clients, vendors, and internal departments for scheduling meetings and sharing updates.
• Coordinate property visits, client meetings, and follow-ups on inquiries or documentation.
• Assist in preparing client proposals, property presentations, and investment briefs.

4. Reporting & Documentation

• Prepare periodic reports including occupancy updates, renewal schedules, and payment tracking reports.
• Draft meeting minutes, maintain task lists, and follow up on pending actions.
• Ensure that all documents are maintained in compliance with company SOPs and confidentiality standards.

5. Office & Team Coordination

• Manage travel arrangements, logistics, and expense claims for management.
• Support in event coordination, project planning, and vendor liaison.
• Maintain inventory and coordinate with administration for office supplies and facility needs.

6. Confidentiality & Professionalism

• Handle sensitive business and financial information with the utmost discretion.
• Represent management professionally in internal and external communications.
• Demonstrate strong judgment, initiative, and reliability in all aspects of the role.

Qualifications & Skill Set

• Education: Bachelor’s degree in Business Administration, Real Estate Management, or a related field.
• Experience: Minimum 3–5 years of experience as an Executive Assistant or Administrative Executive in the real estate or property management sector (UAE experience preferred).

Technical Skills:

• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with real estate systems such as Ejari, CRM, and document management software.

Communication Skills:

• Excellent written and verbal communication skills in English; Arabic is an advantage.
• Professional business etiquette and client-facing confidence.

Soft Skills:

• Highly organized, detail-oriented, and able to manage multiple priorities.
• Strong follow-up skills and time management.
• Proactive problem-solver with the ability to work independently and under pressure.

Other Requirements:

• Discretion and confidentiality in handling sensitive matters.
• Valid UAE driving license preferred.

Work Schedule & Location

• Employment Type: Full-time (8 hours/day – 5 working days/week)
• Work Days: Monday to Friday
• Timings: 9:00 AM to 6:00 PM
• Work Location: Dubai, UAE
• Travel: Local travel to properties or meetings as required

Job Type: Full-time