Secretary/Receptionist

Job Title: Executive Secretary

Location: Dubai, UAE

Industry: Construction & Real Estate Employment Type: Full-Time

Job Overview:

We are seeking an executive, polished, and tech-driven Executive Secretary to support executive leadership across our contracting and real estate operations in Dubai. The ideal candidate combines a highly professional appearance and refined interpersonal manners with strong technical coordination—overseeing procurement workflows, liaising with engineering consultants, and leveraging AI tools to drive administrative efficiency.

Key Responsibilities

• Executive Support & Front-Facing Representation: Act as the primary interface for executive leadership, greeting high-profile partners, consultants, and VIP clients with exceptional professionalism, warm etiquette, and polished presence.
• Consultant & Contractor Coordination: Liaise directly with engineering consultants, contractors, and project teams; coordinate technical meetings, record precise Minutes of Meetings (MoMs), and track consultant reviews and approvals.
• Procurement & Site Requests Tracking: Process and monitor material requisitions, Requests for Quotation (RFQs), purchase orders (POs), supplier invoices, and contractor payment certificates, ensuring a smooth operational flow.
• AI & Workflow Integration: Actively employ generative AI productivity tools (e.g., ChatGPT, Microsoft Copilot) to draft correspondence, summarize contracts and technical reports, organize data, and streamline routine office tasks.
• Document & Office Control: Organize and maintain confidential files, contracts, consultant correspondences, and project documentation in a structured, accessible manner. Requirements & Qualifications
• Experience: 2+ years of solid experience in Dubai as an Executive Secretary, Project Coordinator, or Technical Administrative Assistant within the construction, contracting, or real estate sector.
• Professional Presence & Soft Skills: Highly presentable with a smart, business-professional appearance, outstanding communication manners, high emotional intelligence, and discretion.
• Domain Knowledge: Clear understanding of Dubai contracting procedures, procurement lifecycles, material submittals, and routine interactions with engineering consultants.
• Tech & AI Proficiency: Demonstrated proficiency with generative AI tools to enhance daily workflows, alongside advanced skills in MS Office (Word, Excel, PowerPoint, Outlook).
• Core Strengths: Strong follow-up ability, attention to detail, proactive problem-solving, and time management.

Pay: AED5,000.00 - AED6,500.00 per month

Work Location: In person