Executive Assistant & Project Administrator

please read the entire job description carefully and apply through the form here: https://tally.so/r/68aRb5

who we are

webeleaf is a boutique landscape design studio in dubai. we design private gardens, estates and outdoor spaces for some of the uae's most discerning homeowners, across the palm, dubai hills, emirates hills, arabian ranches and beyond.

we're design-led, obsessed with detail, and small on purpose. our clients expect a lot, so we expect a lot of ourselves. we run on notion, zoho books, attio and a healthy amount of ai, and we'd rather build a smart system once than fix the same problem ten times.

why join us?

most ea roles go one of two ways. you're one of forty assistants in a corporate tower, booking meeting rooms and waiting three years for anyone to notice. or you're at a "startup" where nobody knows what your job is, including you.

this is neither.

as executive assistant & project administrator, you'll work directly with our founder and ceo, and keep the whole studio running, from her calendar to the drawing register. you'll see how a luxury design business works from the inside: clients, contracts, sites, suppliers, money and people. if you're good (and we think you are), this role grows as fast as you do.

about your team

you'll report directly to the founder and work closely with our project managers, landscape architects and support staff. you'll also deal with clients, architects, contractors, suppliers and the occasional very important person's very important personal assistant. you're the one who knows where everything is, who's waiting on what, and what's due friday.

your role

supporting the founder

• own the founder's calendar, inbox and priorities, and protect her time like it's billable (because it is)
• schedule and prep client meetings, site visits and presentations
• draft emails, proposals and follow-ups that sound human, not like a template
• track action items from meetings and chase them until they're done
• handle confidential information with complete discretion

running the studio

• keep the office running smoothly: supplies, vendors, maintenance, the lot
• manage invoicing follow-ups and payment reminders, plus basic admin on zoho books
• keep our notion workspace, project trackers and filing clean and current
• coordinate hiring admin: posting roles, scheduling interviews, onboarding new joiners
• organise material sheets, samples, specs and boqs so they can be found in 10 seconds, not 10 minutes
• take minutes at client, consultant and site meetings and follow up on action items

making things better

• spot what's slowing us down and suggest a fix. then build it.
• help us get more out of our tools, including ai. we'll teach you what we know.

what we're looking for

experience

• 1 to 3 years as an executive assistant, project admin, document controller or office manager in the construction, landscape, architecture, fit-out or interiors industry. this one's non-negotiable.
• you already know the language: transmittals, rfis, rfqs, submittals, material sheets, drawing revisions, boqs, snag lists and site instructions. if you have to google these, this isn't the role for you (yet).
• experience supporting a founder, md or project director is a big plus

knowledge & skills

• excellent written and spoken english. you can write a clean, polite, no-fluff email on the first try.
• organised to the point of it being slightly concerning
• comfortable opening a pdf drawing set, reading a title block and knowing which revision you're looking at
• familiarity with document control on a live project (shared drives, dropbox, aconex or similar)
• comfortable with claude, google workspace, and quick to pick up tools like notion
• calm under pressure, and you prioritise without panicking
• you follow up without being reminded (this matters more than you think)
• discreet, reliable and professional with high-profile clients
• currently based in the uae and available to join in one month.

what we offer

• a front-row seat to how a luxury design business is built and run
• direct mentorship from the founder, not three layers of management
• real ownership from week one, with room to grow as the studio scales in 2027
• a small, sharp team that values initiative over office politics

ready to be the reason things run smoothly?

if you've read this far and thought "finally, a job that makes sense," we'd love to hear from you.

apply through the form here: https://tally.so/r/68aRb5

Application Question(s):

• Have you read the entire job description and filled out the application form?

Work Location: In person