Full job description

We are looking for a highly organised, proactive Personal Assistant to support both Partners in their day-to-day work. This is a hands-on role covering office administration, correspondence, document and report preparation, scheduling, and following through on assigned tasks until completion. You will be the person who keeps the diary tight, the paperwork clean, and nothing slipping through the cracks.

Key Responsibilities

• Manage and prioritise the Partners’ email inboxes (Microsoft Outlook) — draft, respond, flag and follow up
• Maintain calendars, schedule meetings and site visits, send reminders, and prevent clashes
• Prepare, format and proofread professional documents, letters, reports and presentations in MS Word and PowerPoint
• Build and maintain Excel spreadsheets — trackers, logs, cost sheets, comparison tables, basic formulas and pivot tables
• Compile project documentation: submittals, method statements, minutes of meetings, progress reports and correspondence files
• Take and circulate meeting minutes, then track action items to closure
• Handle vendor/client registration portals, tender document uploads and prequalification paperwork
• Maintain organised digital and physical filing systems
• Coordinate travel arrangements, bookings and itineraries
• Execute ad-hoc tasks assigned by either Partner and report back on progress without needing to be chased
• Maintain strict confidentiality on all company, financial and personal matters

Requirements

• Minimum 1-2 years’ experience as a Personal Assistant, Executive Secretary or Office Administrator (UAE experience preferred)
• Excellent written and spoken English — able to draft professional emails and reports independently
• Strong working knowledge of MS Outlook, Word, Excel and PowerPoint
• Proven ability to manage multiple priorities and meet deadlines with minimal supervision
• Strong attention to detail and accuracy in documentation
• Professional, discreet and dependable
• Comfortable supporting two managers with different working styles and priorities
• Valid UAE residence visa (or eligible for sponsorship)

Preferred (Not Mandatory)

• Background in construction, MEP, engineering or contracting
• Experience with ERP systems (procurement, invoicing, document control)