Executive Administrative Assistant

The Executive Administrative Assistant provides high-level executive support to the senior leadership office (CEO, MD, Chairman, or COO) within a fast-paced construction and real estate development environment. The role demands exceptional organizational, communication, and multitasking abilities, with the confidence to handle confidential matters, manage executive priorities, and coordinate between departments and external stakeholders at the highest professional standard.Key Responsibilities:1. Executive Support & Office Management:Manage day-to-day operations of the executive office, ensuring efficiency, confidentiality, and professionalism.High Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and document management tools.Maintain executive’s daily calendar — scheduling appointments, meetings, and travel arrangements.Prioritize and manage multiple tasks, projects, and communications with minimal supervision.Draft and prepare executive correspondence, internal memos, reports, and meeting documentation.Screen calls, emails, and meeting requests, ensuring the executive’s time is utilized effectively.2. Meeting & Communication Coordination:Organize and coordinate executive-level meetings, board discussions, and management reviews.Record and distribute meeting minutes, action items, and follow-up updates.Act as the main liaison between the executive and internal departments, consultants, clients, and external partners.Maintain strong, professional communication on behalf of the executive office.3. Administrative Governance & Documentation:Manage filing systems, contracts, and confidential documentation — both physical and digital.Handle sensitive corporate and project-related information with the highest level of discretion.Support in the preparation of presentations, proposals, and executive reports.Track key deadlines, project milestones, and ensure timely submission of deliverables.4. Travel & Logistics Management:Organize and oversee complex travel schedules, hotel bookings, visa arrangements, and expense reports.Coordinate logistics for local and international meetings, site visits, and client events.5. Coordination Across Departments:Ensure smooth communication flow between executive leadership and project, finance, HR, and operations teams.Follow up on executive directives and ensure timely completion of assigned actions by relevant departments.Support in planning and coordination of corporate events, management retreats, and business reviews.Qualifications & Experience:Bachelor’s Degree in Business Administration, Management, or related field.8–12 years of experience as an Executive Assistant or Executive Secretary supporting C-suite leaders (CEO, MD, Chairman, or COO) within construction, real estate, or contracting industries.Strong understanding of business operations, project documentation, and corporate communication.Excellent command of English (Arabic/Bilingual is an advantage).Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and document management tools.